Administrative Assistant, Graduate Nursing

Graduate Nursing Administrative Support

Provide support for the Graduate Nursing Programs and students as part of the administrative team. Duties include scheduling appointments, data entry and management, preparing correspondence, preparing documents as needed, taking minutes at DNP Nursing Faculty meetings, maintaining student records and files for each program, assisting students with issues registering for classes during registration periods, advising students regarding their programs as needed, additional student support, support at events/on-campus functions as needed, and other job-related duties as assigned.

Provide administrative support to the MS & DNP Nursing faculty, including maintenance of printer/copier accounts for faculty and assistance with paperwork as needed. Assist with training new Administrative staff as necessary and assist with new faculty orientation as needed. Provide additional support as needed to the Online Graduate (MSN) Nursing Programs & Faculty. Share in general office duties with other Administrative Assistants in the Division of Nursing & Health Professions (DONHP) such as mail duties, walk-in student support, and other items as necessary.

General office duties include, inventory & ordering office supplies regularly for DNHP, maintenance of copiers & printers. Maintain a thorough understanding of all processes within the DONHP.

Administrative Support to the Graduate Nursing Education Program Director:

• Schedule student appointments with Program Director.
• Take telephone messages/assist callers as needed.
• Anticipate upcoming projects/events/assignments to assure necessary steps are taken to meet deadlines.
• Attend DNP Nursing faculty meetings and develop minutes.
• Prepare data reports and send out scheduled student survey links as scheduled.
• Maintain administrative and student files for Hybrid Graduate Nursing programs.
• Collect and archive graduate program outcome data.
• Attend the MS & DNP Information Sessions hosted by graduate admissions.
• Perform other tasks as assigned by the Program Director.
• Word process course syllabi, and other course materials; upload syllabi to online repository.
• Collect course syllabi, end-of-course reports, and final/alternative exams according to due date schedule.
• File student evaluations, written notices, acknowledgements, and agreements.
• Maintain Excel database to track enrollment of accepted MS Nursing students, utilizing Pivot tables.

Student Support:

• Coordinate, with Program Director, all admission inquiries when sent by Graduate Admissions.
• Prepare "welcome" letter and program of studies (according to course availability) for accepted students and send within three days of acceptance letter from Graduate Admissions.
• Document student LOAs and assist them in completing required form.
• Assist students as needed with questions, problems.

General Office:

• Inventory and order office supplies.
• Track and report copier usage to Business Office on the 1st of each month.
• Participate in staff meetings to review procedures and policies of the Division.
• Assist with pickup and delivery of interoffice and outside mail.
• Assist other office staff during peak time.
• Assist in covering for other Administrative Assistants during vacation periods.

Minimum Qualifications:

• A high-school diploma and previous work experience in an office environment
• Excellent interpersonal communication skills
• Proficiency and accuracy entering data into Microsoft Word and Excel
• Demonstrated good time-management skills
• The ability to manage sensitive and confidential information with tact and discretion

Preferred Qualifications:

• Earned bachelor's degree.
• Above average writing and communication skills
• Demonstrated ability to manage competing priorities

Knowledge, Skills and Abilities:

• Motivated to respond to student inquiries in a timely manner.
• Work independently and prioritize daily duties to meet specific deadlines.
• Attributes of flexibility, while demonstrating the ability to maintain accuracy in data entry, and
• Critical thinking are necessary skills to be successful in this position.

Physical Demands:
The physical demands described here are representative of those…