Administrative Associate

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

Position Information

NBAPOSN Title

Working Title

Brief Position Overview

The College of Health Sciences of Montana State University-Northern seeks applications for their Administrative Associate III position. This position is full-time, which is equivalent to 40 hours per week, and eligible for MUS Benefits.

Position Number

Position Number 7N0053

Department

Department Nursing

Division

Division College of Health Sciences

Appointment Type

Appointment Type Classified

Contract Term

Contract Term Fiscal Year

Semester

FLSA

FLSA Non-Exempt

Union Affiliation

Union Affiliation AFSCME

FTE

FTE 1.0

Benefits Eligible

Benefits Eligible Yes

Compensation

Compensation Hourly

Salary $16.561 – $20.451 per hour

Contract Type

Contract Type Classified Hourly

Recruitment Type

Recruitment Type Campus

General Statement

Under the direction of the Provost, the person in this role provides administrative and programmatic support for the College of Health Sciences to ensure smooth, effective operations conducive of student success. Duties include, but are not limited to, admissions support for all nursing programs, budget management for the College and program-related indices/accounts, academic advising for pre-nursing students, record-keeping, and timely reporting and communication on matters critical to program accreditation and student success.

Duties and Responsibilities

Key duties including but are not limited to the following:
ADMINISTRATIVE DUTIES

• Provide administrative support to the Dean, Chair(s)/Director(s), and Faculty in COHS including, but not limited to, greeting and directing visitors; developing and processing travel requests, Smart Buy purchases, and Chrome River approvals and reimbursements; ordering texts; and engaging in other daily office operations
• Schedule and send invitations for College and program-level meetings as well as any required Advisory Board meetings for COHS
• Prepare agendas, send out Zoom/Teams links, take notes, and distribute minutes for meetings, when needed
• Sort mail and direct package delivery to designated locations
• Assist with course catalog revisions and updates
• Monitor and maintain COHS web pages, posted classroom schedules in HSC (first floor), and other relevant announcements
• Coordinate College/program-related special events/retreats/workshops/stakeholder meetings to include, but not limited to, logistics scheduling and services, facilities arrangements, room reservations, and catering/food service orders
• Maintain faculty data regarding professional development, certifications of skill, and updated resumes
• Collect and store all course syllabi for faculty within COHS each semester
• Assist the Director of Nursing in preparing MOAs for clinical sites and keep track of Nursing student clinical schedules
• Assist in the coordination and planning of TekNo
  
  XPo/ShowCASE as it relates to tracks developed by COHS
• Other Duties as Assigned

• Monitor and maintain detailed records of the College’s budget and reconcile monthly statements for budget indices; maintain current balances of budget indices; authorize payment of invoices and expenditures by the Business Office
• Prepare adjunct faculty contracts in advance of each semester and approve adjunct faculty timecards
• Other Duties as Assigned

• Assist with student applications and the acceptance processes for the Associate of Science Degree in Nursing ( ASN ) and the Bachelor of Science Degree in Nursing ( BSN ) programs
• Maintain complete records of student/applicant data in ASN and BSN for program accreditation/review
• Advise prospective and current students as part of the Nursing and Integrated Health Sciences programs, when needed
• Monitor CASTLEBRANCH® and maintain open communication with the Director of Nursing and all Nursing students regarding any required actions
• Research regulations and collect and provide data and analysis for the accreditation processes related to ACEN , MT Board of Nursing, NWCCU , and any relevant future accreditors
• Other Duties as Assigned