Admin Asst - School of Nursing

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Program Support

• Professionally adjust daily time management to fulfill duties within deadline parameters.
• Many duties related to event planning, student data base management, and Primary Designated School Official for the Independence campus location take substantial time commitment and will be included in time management strategies employed by the Undergraduate Nursing Program Administrative Assistant.
• If contacted about student or undergraduate personnel family or personal emergencies, promptly locate undergraduate nursing personnel and/or students in class or clinical to communicate information. Perform undergraduate program duties as directed by Undergraduate Nursing Assistant/Associate Dean and/or Dean as needed.
• Perform the role of Primary Designated School Official (PDSO) for Homeland Security for international students on the Independence campus by fulfilling duties that include but are not limited to:
  • Ensuring that information related to Graceland School of Nursing F-l international students is reliable, accurate, and processed prior to expiration deadlines as needed.
  • Ensuring that personal duties and documentation necessary to retain the PDSO position are completed and processed prior to expiration deadlines every 2 years.
  • Attend training seminars as needed to learn processes, regulations, and systems related to the PDSO role, SEVIS for example, as approved by the Undergraduate Nursing Associate Dean.
• Coordinate as needed with MOKAN faculty representative to ensure accurate tracking, safeguarding, and management of Health Record Management System portal compliance by processing information and performing duties that include but are not limited to:
  • Immunizations, background checks, clinical orientation exam, and drug screening for undergraduate nursing students and faculty.
  • Communicate with clinical coordinators, faculty, and clinical site personnel regarding deadlines and needs related to Health Record Management System information.
• Appropriately use Graceland credit card to purchase items that support the undergraduate nursing program and student activities while remaining within budget parameters and promptly processing invoices to Lamoni accounts payable.
• Assist other department members and perform duties related to planning and facilitating annual Graceland events that include but are not limited to:
  • the Nursing Recognition Ceremony,
  • Graduation of all students on the independence campus,
  • Student Orientation,
  • Open House,
  • Day of Giving,
  • Flu Clinic,
  • STTI luncheon and induction,
  • Duties may include but are not limited to booking site spaces, arranging for food orders and delivery, materials printing, and distribution, answering student/parent/faculty questions, facilitating set up and tear down, and archiving appropriate event items.
• Provide good customer service as needed to students, parents, and vendors regarding undergraduate nursing program events.
• Maintain accurate and secure archives of accreditation materials, learning materials, student advisee files, student signature forms, and/or other student records as needed.
• Take monthly meeting minutes for UAC, send for approval within 1 week of the meeting, and post approved minutes to MyGraceland.
• Create and distribute documents as needed to nursing students, staff, and/or other personnel regarding undergraduate nursing information that includes but is not limited to schedules, name/number listings, House Council Member list, list of advisor/advisees, and clinical group assignments.
• Notify the Graceland undergraduate nursing student registrar of CARS data base information changes as needed.
• When the Admissions Team is out of the office, provide assistance to individuals inquiring about the nursing program by performing duties that could include answering phones, answering questions, and providing site tours.
• Regularly communicate with the Admissions Team for undergraduate nursing students. *Register and withdraw all BSN-RN students in/out of courses each semester.

Communicate with Financial Aid personnel and Student Account Advisor regarding information related to student accounts, scholarship information, student fees, tuition tracking, and reporting for international students.

• Schedule virtual EMS classroom calendars to reserve classrooms for course sessions/times, department/campus meetings, exams, and activities as needed.

Faculty Support

• Support undergraduate nursing personnel as needed with tasks that include but are not limited to:
  • Clinical site communication, updating credentialing and Health Record Management System items, ordering business cards, mail distribution, ordering supplies, copying/processing course materials, answering questions, and assist with computerized exams as needed.

Student Support

Professionally supervise, plan, and coordinate weekly and monthly McKevit Manor student activities on and off campus while staying within safety regulations, budget parameters, and delegating non-monetary tasks to House President and Vice President that are within their scope to perform as students. Duties may include: Performing budget recording and monitoring as needed.

Act as liaison and coordinate registration for students for NSNA, MONSA, and STTI. Coordinating monthly House Council meetings, recording and distributing meeting minutes within 1 week of the meeting, tracking locker assignment, tracking and collecting locker keys, administering parking permits, and supplying items for students to make coffee.

• Supervise and hold students accountable as needed for non-monetary tasks which may have been delegated to the House President and Vice President (i.e. maintenance of student kitchen and refrigerator cleanliness, student bulletin board maintenance, student appropriate event planning tasks, daily coffee making.
Communicate scholarship information to students via email related to availability and deadlines as needed.

• Coordinate and facilitate annual NCLEX Licensure Preparation and Paperwork Luncheon.
• Professionally communicate pivotal dates and information to students that could include: Graduation, Nurse Recognition Ceremony, Board of Nursing licensure forms.

SUPERVISORY RESPONSIBILITIES: Monitor and assign work to student workers that are hired in the department.

• Direct the House Council President.
• Oversee the House Council operations, budgets, activities and attend meetings.
• Answer questions about student employment paperwork, such as W-4 state and federal, and 1-9, and any application or work requests.
• Direct the activities of volunteer helpers at Commencement, Nursing Recognition Ceremonies, at new student open house, and Orientation.

QUALIFICATIONS:

Education: High School diploma (minimum)

Professional Certifications:

Valid Driver's license required: Yes NO

Experience Required: Previous administrative assistance experience desired

Good written and verbal communication skills.

Desired Experience: Five years of experience within an adult Academic or University environment and a basic understanding of academic terms, schedules, and sequencing

Knowledge of accounting, budgets, office skills, and ability to be frugal with budgeted funds.

Understand and able to operate all types of computer and office equipment.

Possess a basic understanding of MS Windows functions.

Possess a basic understanding of digital photos and have proficiency with a digital camera.

Knowledge of Microsoft Office Products.

Adaptable to surrounding environment, persons, and workloads.

Able to easily change tasks quickly yet remain focused.

Remain calm, under time deadline pressures and have stamina to work long hours. Occasionally must travel for meetings or for required training.