Administrative Assistant, Graduate Nursing

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Position Title Administrative Assistant, Graduate Nursing

Unit Name

Unit Name Graduate Nursing

Salary Grade

Salary Grade 3

Number of Months

Number of Months 12 months

Full-time or Part-time

Full-time or Part-time Full-Time

Hours per week 40

• Serves as the initial point of contact and office receptionist for Graduate Nursing; provides administrative and program support, routes calls, greets and directs visitors and students; answers program questions; receives, sorts and distributes mail
• Composes and types general correspondence, letters, reports, tests, syllabi and related documents
• Establishes and maintains filing system, following record retention procedures
• Maintains adequate level of office, equipment, mail supplies and other inventory; orders when needed
• Manages program calendars and coordinates appointments for program director
• Assists department chair with faculty and staff leave/attendance records, travel reimbursement requests, etc.
• Prepares, collates, and distributes graduate and employer questionnaires
• Serves on search committees for other staff positions within the college; as a member of the search committee, interviews and recommends best candidate for hire
• Maintains current knowledge appropriate for an administrative assistant
• Responds to prospective student inquiries and conducts tours as needed
• Provides student and faculty support, including responding to inquiries, coordinating advising materials, and referring inquires for follow-up to the department chair or appropriate faculty
• Compiles departmental data, reports, and accreditation documentation and maintains tracking systems for students, graduates, and faculty
• Coordinates graduate nursing admissions, verifies candidacy, readmission, graduation, and student records, ensuring requirements are met and deficiencies are tracked and resolved; assists with preregistration
• Maintains student records, including program forms, academic and advisee lists; processes change of major forms; assists with grade reports; prepares student applicant files for faculty review
• Oversees and ensures compliance of student and faculty records, including clinical requirements, immunizations, health and drug screenings, background checks, continuing education for IHL accreditation, insurance coverage, and other regulatory documentation
• Ensures confidentiality of student, faculty, and departmental information
• Performs other reasonable duties as assigned

Minimum Qualifications

Education and Experience:

• High school diploma or GED required; some college or technical school coursework and/or practical knowledge required.
• Requires more than 1 year of administrative experience in a professional office environment

Skills and Abilities:

• Proficient with Microsoft Office Suite
• Strong communication and interpersonal skills
• Ability to organize and prioritize work
• Ability to work collaboratively with students, employees, etc. throughout the campus community

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.

The employee is frequently required to stand; walk and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move…