Administrative Assistant, Carolyn McKelvey Moore School of Nursing

Department

School of Nursing

The Administrative Assistant position is responsible for providing administrative and clerical support to faculty and staff. The position reports to the SON Executive Director, the Assistant to the Dean, and Dean of the College of Health, Education, and Human Sciences.

Required:

formal education equivalent of a high school diploma; plus two years specialized training or experience in clerical or secretarial field. Other job‑related education and/or experience may be substituted for all or part of these requirements.

Preferred: an A.A.S. degree in office administration or selected field plus administrative secretarial experience.

• Maintains criminal background check, immunizations, COVID vaccination, TB skin test/waiver, drug screen, CPR certification and medical release records for students.
• Reviews student documents including applications and medical release forms for accuracy, completeness, and compliance with laws and regulations.
• Prepare documents for student registration for licensing examinations.
• Contacts local agencies for student award sponsorship.
• Prepares and assists with the organization of the School of Nursing awards programs.
• Drafts news release for speaker for School of Nursing Award Program.
• Works with clinical agencies bi‑annually and as needed to solicit clinical units for courses.
• Schedule faculty and students for agency orientation and training as mandated by the clinical facility.
• Schedules orientation bi‑annually for incoming school of nursing students.
• Prepares textbook and printed material orders.
• Proof, format, type, and edit nursing program syllabi.
• Maintains faculty office hour/clinical/class schedules.
• Assists in arranging advisory committee meetings by scheduling, mailing information, arranging meeting rooms, taking and maintaining minutes, etc.
• Researches various data storage and/or student records to obtain information and compiles data for reports.

• Composes and types routine correspondence and form letters, maintains activity logs and/or financial ledgers, and submits reports to supervisor.
• (2%) Provides information, assistance, and clarification to interested parties concerning agency/institutional policies and procedures.
• (3.5%) Maintains and files student counseling records and critical incident reports.
• (10%) Drafts annual accreditation reports to the Arkansas State Board of Nursing (ARSBN) and the Commission on Collegiate Nursing Education (CCNE) and other accrediting agencies after researching student records to obtain information and compile data for reports.
• (3.5%) Prepares and mails graduate and employer surveys at 6 month and 12‑month intervals as mandated by accrediting agencies.
• (4%) Inputs faculty teaching and clinical schedules into banner.
• (3.5%) Compiles financial information used to formulate budget proposals and monitors the budget expenditures.
• (5%) Serves as secretary for varied School of Nursing committees, Admission and Advisement, Recruitment, Retention and Remediation, Curriculum, Assessment and Level Coordinator.
• (3.5%) Assists with the receipt and processing of admission applications for the School of Nursing.
• (3.5%) Schedules appointments and maintains calendar for the Executive Director of Nursing.
• (3.5%) Schedules rooms for classes, clinical, labs, and meetings.
• (3.5%) Acts as office receptionist when needed by greeting and directing students and visitors, directing incoming calls, responding to routine questions regarding policy and procedures or making referrals to other sources of information.
• (3.5%) Communicates with faculty and staff on behalf of the Assistant Executive Director of Nursing and/or the SON Executive Director of the School of Nursing and the Dean of the College of Health, Education, and Human Sciences as needed.
• (3.5%) Composes, proofreads, types and edits various documents including letters, memoranda, forms, and training materials.
• (3.5%) Prepares requisitions for departmental purchases, including lab equipment, lab supplies and equipment repairs.
• (3.5%) Makes travel arrangements.
• (3.5%) Notifies…