Administrative Assistant, Carolyn McKelvey Moore School of Nursing

Job Title

Administrative Assistant – School of Nursing

Responsible for administrative and clerical support to faculty, staff, and students at the School of Nursing, reporting to the SON Executive Director, Assistant to the Dean, and Dean of the College of Health, Education and Human Sciences.

• Maintain criminal background check, immunizations, COVID vaccination, TB skin test/waiver, drug screen, CPR certification and medical release records for students.
• Review 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.
• Contact local agencies for student award sponsorship.
• Prepare and assist with organization of School of Nursing awards programs.
• Draft news release for speaker for School of Nursing Award Program.
• Work 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.
• Schedule orientation bi‑annually for incoming School of Nursing students.
• Prepare textbook and printed material orders.
• Proof, format, type, and edit nursing program syllabi.
• Maintain faculty office hour, clinical and class schedules.
• Assist in arranging advisory committee meetings by scheduling, mailing information, arranging meeting rooms, taking and maintaining minutes.
• Research various data storage and student records to obtain information and compile data for reports.
• Compose and type routine correspondence and form letters, maintain activity logs and financial ledgers, and submit reports to supervisor.
• Provide information, assistance, and clarification to interested parties concerning agency/institutional policies and procedures.
• Maintain and file student counseling records and critical incident reports.
• Draft annual accreditation reports to ARSBN and CCNE after researching student records to obtain and compile data for reports.
• Prepare and mail graduate and employer surveys at 6‑month and 12‑month intervals as mandated by accrediting agencies.
• Input faculty teaching and clinical schedules into Banner.
• Compile financial information used to formulate budget proposals and monitor budget expenditures.
• Serve as secretary for varied School of Nursing committees, including Admission and Advisement, Recruitment, Retention and Remediation, Curriculum, Assessment and Level Coordinator.
• Assist with receipt and processing of admission applications for the School of Nursing.
• Schedule appointments and maintain calendar for the Executive Director of Nursing.
• Schedule rooms for classes, clinical, labs and meetings.
• Act 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.
• Communicate with faculty and staff on behalf of the Assistant Executive Director of Nursing and/or SON Executive Director and the Dean of the College of Health, Education and Human Sciences as needed.
• Compose, proofread, type and edit various documents including letters, memoranda, forms, and training materials.
• Prepare requisitions for departmental purchases, including lab equipment, lab supplies and equipment repairs.
• Make travel arrangements.
• Notify departmental faculty regarding deadline dates for evaluations and activities as necessary.
• Acquire necessary textbook desk copies for faculty and maintain a log of textbooks distributed to faculty.
• Proof, format, type and edit SON Faculty and Student Handbooks.
• Maintain select outcome data such as National Council Licensure Examination pass rates, retention rates, graduation rates and job placement for the School of Nursing.
• Prepare and enter departmental work orders.
• Prepare PowerPoint presentations as requested.
• Maintain office equipment and manage supplies, including performing duplication and copying as needed.
• Order and supply paper for the School of Nursing.
• Maintain sufficient supplies for the office and work unit by conducting a physical inventory,…