Assistant Administrative Director 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 and Administrative Director and supervision of administrative assistants of the School of Nursing, which includes the Traditional Program and the Graduate & Professional Studies (GPS) Nursing Programs.

DUTIES and RESPONSIBILITIES

Support for the School of Nursing

Under supervision of Administrative Director/Dean:

• Participates in interviewing, selecting and hiring administrative professionals and adjunct faculty.
• Supervise and evaluate administrative professionals of the SON fostering a healthy work environment
• Assist the recruitment and interviewing of clinical adjunct faculty consistent with institutional guidelines and accreditation requirements;
• Facilitate on-boarding process for faculty of the SON, Administrative Assistants, student workers, and BELL interns.

Administrative Support and Coordination of Nursing Programs of the SON

Under the supervision of the Administrative Director, collaborate with other administrative professionals and Directors to:

• Support the Dorothy Whittingham Simulation Director to schedule on-campus labs/simulations and off-campus clinicals
• Prepare reports and correspondence.
• Oversee the Administrative Assistants in providing programmatic and school meeting preparations, including:
  • Creating meeting agendas
  • Drafting minutes for Director/Dean approval
  • Organizing and scheduling follow-up actions
• Oversee the Administrative Assistants in their collaboration with Career Services to coordinate local employers’ recruitment efforts

Fiscal/Budgetary Responsibilities

Provides fiscal management support services for the school.

• Tracks use and submits monthly reports for department institutional credit card account(s).
• Tracks department faculty growth and development funds; manages any honoraria distribution.
• Supervises Administrative Assistants to:
  • Order, track, and maintain inventory of copiers and office supplies
  • Maintain department copier and shredder
  • Assist faculty/staff with office needs
  • Assist the leadership of the Nursing Club
  • Prepare purchase orders
  • Update course catalogue
• Under the supervision of the Administrative Director and with support of the Graduate and Professional Studies Student Success Advisor and Program Manager and Administrative Assistants, process and monitor contracts for payment of adjunct, overload, and faculty additional pay for all nursing programs.

Compliance and Accreditation:

Under supervision of Administrative Director and Dean:

• Supervises Administrative Assistants to coordinate course syllabi and evaluation collection, conduct audits, filing, support faculty with textbook adoptions, and testing..
• Assists Program Directors and Dean with tracking of the Systematic Evaluation Plan for accreditation and other required reports.
• Supports Administrative Assistants annual updates of Student Handbooks
• Collaborate with Alumni and Registration to maintain student and alumni directory information database.
• Supervises the assignment of advisors in coordination with the Program Directors, GPS Program Manager/Student Success Advisor and Registrar
• Supervises the hiring, training, supervising, and payroll documentation as related for student workers and Bell Interns.
• In collaboration with the Dean and Administrative Director, assign; and, then, supervise the administration of special events/projects for the SON (e.g. conferences, accreditation projects, advisory board meetings, community and campus events, guest lectures, etc.)

Communications

• With support of the Administrative Assistant, oversee content creation, curation and management for social media platforms

Requirements

• A.A.S./A.S. degree in Office Technology-Office Administrative Assistant, Secretarial Science, or related field;
• Ttwo-three years previous office experience, preferably in an academic environment.
  • Proven experience serving people
• Must demonstrate positive interpersonal skills in communication (written and verbal), administrative task management, event coordination, and customer service.
• Excellent MS Office skills, particularly with Word, Excel Publisher and MS Outlook.
• Ability to learn new software and technology.
• Must be able to multitask effectively.
• Strong attention to detail.
• Commitment to a Culture of Care.