Administrative Assistant for Academic Affairs

Skills/Competencies/Qualifications: 

• Minimum of a bachelor degree
• At least two years of prior experience as an Administrative Assistant

• Effective writing skills 

• Ability to use Microsoft Office software including Word, Excel, PowerPoint and Publisher in managing variety of administrative processes 

• Excellent organizational skills, professionalism and problem solving skills 

• Supply management, inventory (or similar skills) control experience 

• Excellent verbal communication skills 

Classification:  Non-exempt 

Work Hours:  Forty per week but may vary daily, and evening and weekend hours may be required 

Travel:  None 

Working Environment:  Interior/Office  

Position Summary:   

The Nursing Administrative Assistant works with the Dean of Nursing and other campus staff to meet Nursing Department organizational needs and reports to the Dean of Nursing. The position is responsible to perform functions that support the delivery of the Nursing program. The Administrative Assistant reports to the Dean of Nursing.   

Essential Duties and Responsibilities: 

• Displays excellent communications and organizational skills in responding to faculty, students, other college staff as well as other community stakeholders 

• Solves problems within the scope of the position or promptly refers issues to appropriate staff  as needed 

• Promotes positive image and reputation of nursing program in classroom, academic community, health care community and community at large 

• Adheres to the Fortis policies and procedures for the College and  the nursing program. Assists others with information and resources related to Nursing program requirements and policies 

• Exercises appropriate judgment in carrying out instructions. Seeks guidance from the Dean of Nursing or Campus President for issues as needed. 

• Assists in data development within clinical and classroom experiences by organizing, distributing, and collecting data from program systems such as HESI, Wonderlic, Virtual Simulations, Swift River Virtual Clinical, etc. and other information 

• Responsible for planning and conducting the activities for the  Nursing graduations and Nursing Pinning ceremonies 

• Attends and prepares minutes for faculty and committee meetings and Student Nurse Association meetings 

• Performs the office and/or clerical support for all Nursing Instructors, Clinical Coordinator and Dean of Nursing. 

• Responsible for preparing all the data necessary for the Board of Nursing, and other regulatory reports as instructed by the Dean of Nursing. Submits materials for Dean’s review and approval/revision in a timely manner. 

• Assists the Dean of Nursing and faculty in gathering of materials, reports, documentation and provides support in preparing all required submissions for ACEN initial and continued accreditation. 

• Ensures that all incoming student paperwork is compiled and prepared, including preparation of all student files utilizing CampusVue, spreadsheets and coordinates with Admissions Department (including but not limited to tracking or documentation for background checks, immunizations and transfer of credit documentation and scheduling or appropriate classes) 

• Responsible for collection of new faculty paperwork, i.e., pre-employment license web verification, curriculum vitaes, official transcripts, current CPR and updated immunizations to ensure completeness of nursing faculty personnel files 

• Collects and prepares all faculty CEU completion and certification documentation and files in personnel files 

• Maintains a calendar of needed certifications, CEUs and Licensure renewals required for all Nursing Faculty and DON. 

• Maintains all nursing faculty files and nursing student files according to accreditation policies and procedures. 

• Implements effectively the Evolve Success Program (ESP), which includes student access to:  the Evolve Hesi Specialty Exams, E-Books and electronic resources and the Elsevier Case Studies and Practice Tests, to help student prepare for the NCLEX. 

• Responsible for review and identify areas for correction on the daily attendance input reports and responsible for reconciliation of the EA Nursing Attendance Report including collection of active students’ makeup attendance documentation to assure 100% compliance with attendance policy requirements. 

• Responsible for collection of all clinical and simulation evaluation documentation  filing in student files. 

• Prepares NCLEX applications and Pearson Vue Voucher Requests for graduating students for review by Dean of Nursing  

• Responsible for coordination of meetings and minutes of Advisory Board meetings. 

• Coordinates Employer Fairs with Career Services Department 

• Answers phones and relays messages 

• Designated as a backup Receptionist for the Main Phone system in Reception 

• Distributes mail/email/memos, electronically as needed for entire Nursing Department faculty and staff. 

• Manages Dean of Nursing and Clinical Coordinator calendars 

• Manages and reports on all SIM scheduling calendars for all courses 

• Responsible for ordering, inventory and distribution of Nursing textbooks, uniforms and Student Kits and distributing to students in a timely manner. 

• Order nursing office supplies 

• Orders and manages inventory of all Nursing Classroom and Lab supplies for instruction.  

• Accountable for ordering all HESI tests and administering the exams. 

• Accountable for ordering and Updating student listings/authorizations for Kaplan and Uworld programs 

• Assists with information gathering and completion of compliance based reports. 

• Participates in ongoing program evaluation activities as needed and confers with the Dean of Nursing to ensure compliance with Education Affiliates and EA policies.  

• Assists with schedule implementation of classroom and clinical experiences.   

• Communicates regularly with the Director of Nursing Education as necessary to resolve issues or concerns. 

• Responsible for coordination of new student rosters, new student orientation and hybrid orientations in concert with Admissions and Student Success Coordinator. 

• Accurately completes all assignments/projects within specified timeframes 

• Regular and reliable attendance 

• Must be available for after-hours or flexible scheduling assignments if needed to accommodate student schedules and make-up sessions on evenings and/or weekends 

• Other duties as assigned