Administrative Assistant - School of Nursing in Rochester, New York at Roberts Wesleyan University

Mission Alignment: Candidates must have a Christian faith commitment consistent with the mission and ethos statement of Roberts Wesleyan University.

Summary/Job Objective: Provide administrative support and coordination to the Dean, Program Directors and Administrative Staff of the School of Nursing. Nursing Program and GPS Nursing Programs.

JOB RESPONSIBILITIES

Office Support:

• Serves as point of initial contact for all School inquiries (phone, email, etc.) and student and community visitors.
  • Greet and welcome visitors with a warm and professional demeanor
  • Answer and direct incoming calls, taking accurate messages and appropriately triaging
  • Manage visitor sign-in and sign-out procedures
  • Maintain a tidy and organized reception area
  • Handle inquiries and provide information about the institution
  • Ensure security protocols are followed
• Works with student to problem-solve scheduling conflicts
• Assists with scheduling:
• Appointments;
• Room reservations;
• Clinical/simulation calendar;
• Course offerings
• Maintains department paper and electronic filing systems
• Serves as liaison to facilities and for related work requests; provides follow-up.
• Assists with department communications with prospective students.
• Assists with special projects.
• Assists with general meeting preparation and follow-up, including:
  • Creating meeting agendas
  • Drafting minutes for Director/Dean approval
  • Organizing and scheduling follow-up actions
• With oversight of the Assistant Administrative Director, collaborate with Career Services and administrative professionals of the SON to coordinate local employers recruitment efforts
• Oversee outgoing and incoming mail
• Provide general administrative support with support of student workers, such as photocopying, scanning, and filing
• Maintain office supplies and ensure the reception area is well-stocked
  • Under supervision of Assistant Administrative Director, supports management services for the SON:
  • Testing services
  • Compliance processes and procedures
  • Clinical preparation processes
  • Course Management System support
  • Order, track, and maintain inventory of copiers and office supplies;
  • Maintain department copier and shredder;
  • Order, track, and maintain copier and paper supplies;
  • Assist faculty/staff with office needs
  • Assist the leadership of the Nursing Club
  • Prepare purchase orders
  • Process check and reimbursement requests, monthly credit card statements, and other funding needs.
• Assists with composition and preparation of reports and correspondence.
• With oversight of the Assistant Administrative Director, Coordinates course evaluations, syllabi preparation, textbook adoption orders and orders desk copies, as needed, each semester for the traditional program. This includes, but is not limited to, setting up a tracking process, notifying faculty to begin process, making required revisions, sending to duplicating, sending evaluations for scanning, distribution to faculty.
• With oversight of the Assistant Administrative Director, assists with tracking of student performance outcome measures and gathering and compiling data for accreditation and other required reports.
• Assists with annual update of Student Handbook
• Maintains student and alumni directory information database.
• Assign advisors in coordination with the Program Directors and Registrar
• Hires, trains, supervises, and prepares payroll paperwork as related for student workers and Bell Interns.
• Participates in coordination of special projects for the School (e.g. conferences, accreditation proposals and self-study projects, community and campus events, guest lectures, etc.)
• Provides administrative services for nursing full-time and adjunct faculty.
• As an emergency substitute, fills role as standardized patient/assist with simulations as

Event Planning

• Assist with special projects and events as directed and supervised by Assistant Administrator Director (e.g. conferences, accreditation projects, advisory board meetings, community and campus events, guest lectures, etc.)

• High school diploma or equivalent; some college or associate's degree preferred
• Proven experience as an office manager
• Proven experience serving people
• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn University & SON programs
• Ability to work independently and as part of a team
• Professional appearance and demeanor
• Ability to handle confidential information with discretion
• Positive attitude and a strong work ethic
• Commitment to a Culture of Care.