Graduate Nursing Administrative Assistant

Posted on October 23rd, 2019 by Travis Dix

Position Description

Full time, Non-Exempt position under the supervision of the Assistant Dean, Graduate Programs (ADGP), this position provides support for the ADGP and all graduate faculty members and graduate students in the School of Nursing.

Qualifications

Five years of work experience, including an understanding of the higher education environment.  An associate’s degree is strongly preferred.

  • Prepared to serve and interact with the SON team and the Averett University team.
  • Prepared to serve and interact with all potential and enrolled nursing students.
  • Proficient in all components of Microsoft Office including Word, Outlook, Publisher, PowerPoint and Excel.
  • Proficient in using the internet for efficient and timely research and communication.
  • Working knowledge of database creation and management.
  • Focused on customer service and satisfaction, especially for a large volume of student contact.
  • Personable, multi-tasker, team player, professional attitude and comfortable in fast-paced department.
  • Maintains confidentiality.
  • Event/project coordination experience helpful.
  • Experience working in higher education preferred.

Primary Responsibilities

Provides support to the Assistant Dean, Graduate Programs by:

  • Serving as the windshield and contact person for the ADGP.
  • Making travel arrangements for onsite visits, conferences and other business-related events
  • Managing hotel reservations and all other details related to onsite residencies for all graduate student cohorts.
  • Assisting as needed with marketing, recruitment and admission of graduate nursing students.
  • Assisting with onboarding, management and retention of graduate nursing students.
  • Assisting with program budget management and supervision.
  • Managing purchases/expenses for the Graduate nursing program as appropriate.
  • Other duties as assigned.

Provides support to the ADGP and Director of MSN Clinical Placement by:

  • Effectively screening phone calls and forwarding to the person best suited to respond – inside or outside the SON.
  • Creating, storing and managing all files and records for Graduate nursing student applicants and enrolled graduate nursing students.
  • Compiling data, reports and other documents to be used in the accreditation and program approval process.
  • Taking, storing and distributing minutes for Graduate faculty meetings.
  • Assisting Director of MSN Clinical Placement services in enrolling graduate students in Typhon system and tracking/ensuring that all required student clinical documents are uploaded and current.
  • Running reports from Typhon as requested by ADGP and Director of Clinical Placement Services.
  • Assisting with maintaining Graduate exam room equipment.
  • Maintaining all Graduate nursing applicant files throughout the admissions process and managing files of accepted applicants
  • Working closely with ADGP when remote faculty and Graduate students are onsite to reserve meeting rooms, classrooms, document preparation.
  • Creating spreadsheets, correspondence, PowerPoint presentations for ADGPs as requested.
  • Proofreading correspondence or reports distributed by the ADGPs as requested.
  • Other duties as assigned.

Provides support to the School of Nursing by:

  • Assisting the Dean as needed
  • Assisting the Dean’s Administrative Assistant as needed for planning of special events in conjunction with the Campus Event Coordinator
  • Providing all nursing student (graduate and undergraduate) with information and assistance as needed, ensuring complete confidentiality for students and faculty.
  • Supervising work study students.
  • Proctoring exams as needed.
  • Preparing and assembling materials for workshops and conferences.
  • Providing general clerical duties as needed.Note:  If dealing with conflicting requests, consult with the ADGPs  for prioritization.
  • Operating and troubleshooting problems with office equipment as appropriate.
  • Other duties as assigned.

Physical & Mental Demands/Work Environment

The duties of this position require performance of the following activities and work in the described environment, with or without reasonable accommodations.

  • High level of interaction with others requiring clear communication (speaking and listening) in person and telephonically
  • Visual and hearing acuity required to interact with persons and equipment
  • Frequent standing and walking, bending, or twisting, and occasionally sitting
  • Ability to lift, carry or move items of 10 pounds and up to 50 pounds, on rare occasions, such as equipment, supplies, and books
  • Must be able to handle items (paperwork, small equipment, tools)
  • Will need to use equipment such as telephones, printer, copier, fax, scanner, scissors, hole-punch, paper cutter, stapler, computer with Microsoft Office, etc.
  • Work uses fine manual dexterity to use equipment involving levers, buttons, keyboards, and switches such as medical equipment, computers, telephones
  • Frequent must work under time pressure, and perform tedious or exacting work, and be able to change tasks frequently
  • Must be able to work closely with others as part of a team and perform multiple tasks simultaneously
  • Occasionally work requires lifting/carrying, reaching, crouching, kneeling, bending, twisting, pushing/pulling, reaching, kneeling, or crouching
  • At times, rarely, may need to push/pull item, crawl, climb or balance (as step stool or small ladder), or operate foot pedals
  • On occasion may need to work an irregular schedule (evenings, weekends, or overtime)
  • On rare occasions may need to respond to emergency situations or work in a noisy or distracting environment
  • On rare occasions may be exposed to electrical or fire hazards and occasionally communicable diseases
  • Seasonally may experience conditions of respiratory hazards or wetness/humidity and occasionally noise and vibration in the work environment
  • Primary work location is in an office environment

Email Letter of Interest, Current Resume/Curriculum Vitae (CV), and 3 Professional References to:

Selection Committee, c/o Dr. Pamela Giles, School of Nursing
Averett University
512 Bridge St.,
Danville, VA  24541

Email: SON@averett.edu

Please note:

  • Background checks are required for all positions.
  • An applicant must have an unrestricted right to work in the U.S.
  • Averett University’s policies, programs and activities, including hiring practices, comply with federal and state laws and regulations prohibiting discrimination on the basis of race, color, religion, age, national origin, sex, disability, sexual orientation, and gender identity or expression and veteran status.

Averett University is an Equal Opportunity Employer and an Employer of National Service. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.