Job Description:

The Administrative Assistant provides effective administrative support for any work activities and responsibilities related to clinical placements and clinical onboarding, to include compliance, as determined and prioritized by the Director of Clinical Placement or delegate.

Work Location: Doheny Campus (Downtown Los Angeles)

Start Date: Immediately

Applications Deadline: Open until filled

Position Hourly Range: $18.00-$18.66

Hiring salary can be above the posted pay range if candidate's qualifications are determined to be above the minimum requirements of the position description.

Duties and Responsibilities:

• Possess an in-depth understanding of clinical onboarding in order to provide administrative support for work related to these activities, e.g. assisting with correspondence, gathering and proofreading clearance packets, assembling onboarding packets per affiliate guidelines, and disseminating documents to affiliates.
• Possess a working knowledge of the clinical placement process in order to support and serve as back-up for work related to requesting, securing, and troubleshooting clinical placements with community partners and in collaboration with nursing programs and the Director of Clinical Placement. This includes supporting programs in identifying and coordinating clinical placement needs, ability to enter/communicate clinical placement requests per affiliates' designated processes, management of clinical placement portal and archive files, and communicating updates with the clinical placement team and programs.
• Support accurate tracking of the sequence of requirements related to clinical placements and clinical onboarding with adherence to established deadlines.
• Acts as a resource for students, faculty and staff for issues related to clinical onboarding, e.g. proper completion of forms, location of required materials, uploading instructions, and training and orientation requirements.
Assists with establishing and supporting maintenance of systems and processes to streamline office flow via use of the computer, e.g. working knowledge of Microsoft Word, Excel, Outlook,
• d drives, PowerPoint, WebEx; activities related to maintenance of office equipment.
• Assists with coordinating and conducting student and faculty onboarding sessions, e.g. orientations, affiliate paperwork workshops, compliance tracking system training sessions.
• Maintains strict confidentiality regarding student and faculty information, e.g. health clearances and background screening. Assists in daily operations of the clinical placement office, e.g. answering or routing phone call questions or issues, maintaining e-files related to clinical placements and onboarding, assisting with ordering office supplies.

Other Duties and Responsibilities:

• Perform other job-related duties as assigned.

Requirements:

Knowledge:

• Strong working knowledge of an office environment: policies, procedures, and standard office equipment.
• Solid working knowledge of computers and various current software applications including word-processing, database, spreadsheet, presentation software programs.

Abilities and Skills:

• Effectively organize, prioritize, and handle multiple tasks to meet established deadlines. Analytical, detail-oriented, accurate, creative, and flexible problem-solver who can work well both independently and as part of a team.
• Exercises sound judgment, decision making, and handle confidential and sensitive information effectively. Understanding of and sensitivity to MSMC's mission and the needs of college students in an ethnically and culturally diverse environment.
• Building rapport and communicate/ interact effectively and with the highest level of professionalism with a wide variety of people.
• Internal and external customer service delivered with a professional image and oral/written communication.
• Solid database skills, e.g. extract desired database information and format into concise reports.
• Ability to adapt to operational and structural changes within the Department, University, and dynamic nursing education landscape.

Education:

• Minimum AA Degree

Experience:

• Minimum of 1-year prior administrative experience involving organization, clerical, and project completion duties

Additional Information:

Mount Saint Mary's University's commitment to equity, diversity and justice (EDJ) is steeped in the tradition and legacy of the Sisters of St. Joseph of Carondelet (CSJ), our Catholic identity, mission and values. We are unwavering in our pursuit of inclusion, belonging and antiracism. We aspire to achieve our love of dear neighbor without distinction, which permeates all forms of social identities and human experiences.

We honor and celebrate our similarities and differences. We are committed to the full inclusion of the entire Mount community. Due to historical legacies of exclusion, we offer particular care for underrepresented populations. We define diversity in the broadest sense, including but not limited to, age, differences in culture, citizenship status, disability, family status, gender, gender expression, gender identity, generational history, genetic information, geographic origin, language, political perspectives, mental and physical ability, military service, national origin, race and ethnicity, religion, sexual orientation, size and socioeconomic class.

Welcoming individuals from a variety of backgrounds improves and enriches our learning, living and working environments. Any breach of these values harms our community. Mount Saint Mary's University transforms its culture through the radical pursuit of institutionalized change. We strive for a campus where students, staff, faculty, alumnae and all whom we encounter feel welcomed, valued and are supported to reach their full potential.

As we pursue our never-ending journey toward a more equitable, inclusive and antiracist campus in our richly diverse community, we welcome you.

Application Instructions:

Please submit a resume and cover letter.

Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters.
A background check will be required.

Employees may disclose their COVID-19 vaccination status with MSMU's Human Resources on a voluntary basis. Some MSMU clinical healthcare partners may require proof of COVID-19 vaccination to work at their facilities. If required, your academic division will inform you.