POSITION TITLE: Administrative Assistant - Division of Nursing - Crown Point

DEPARTMENT: Crown Point, College of Health Sciences

POSITION STATUS: Full-time, 12-month

POSITION REPORTS TO: ASN Track Director – Crown Point

JOB SUMMARY: Under the direction of the ASN Track Director, in collaboration with the Nursing Program Director, the Nursing Division Office Coordinator manages the operations of the Nursing Department administrative office. This individual is responsible for a wide range of assignments within the Nursing Department and aids the Program Director, Track Director, faculty, and students.

Major Responsibilities/Activities

• Performs a wide variety of administrative and managerial support activities for the Track Director, Program Director, and nursing faculty such as printing and preparation of documents and reports, preparation and sending of letters, and assistance with technical issues.
• Assists with the scheduling and coordination of various program meetings and department-related activities
• Maintain calendars and schedules appointments for Track Director and nursing faculty as requested.
• Maintain the procurement card utilized for all faculty and office purchases
• Assist with creation and maintenance of affiliation agreements for nursing
• Onsite preparation for designated meetings and events within the division of nursing including, but not limited to room reservation, food ordering and set up, and recording of meeting minutes
• Update and maintain Crown Point student nursing SharePoint site
• Monitors office supplies and initiates requisitions to replace including copier, toner and supplies for all nursing related copiers and areas.
• Assist with creation and submission of nursing adjunct or overload contracts
• Maintains clinical requirements for faculty and students
• In conjunction with the Track Director, maintains up to date nursing course files
• Facilitates pinning event including ordering pins, reserving location, and serving on the pinning committee
• Prepares certificate of completion for graduates and submits to lSBN
• Serves as a secondary responder to the Crown Point main telephone line.
• Serves as back-up to the Secretary/Student Services Specialist to complete HR-related tasks, such as, the completion of the I-9 form as part of the employment process, and administration of gift cards (FT or PT benefitted faculty and staff) as part of the onboarding process.
• Interacts with students and helps as needed.
• Communicates verbally, electronically, and in writing with various university constituents including administrators, faculty, students, and other staff and individuals in the university community
• Contributes and participates in meetings and events as required by the university
• Works as a team member and fosters a cooperative work environment.
• Maintains neat, professional workspace and appearance
• Is willing to work outside normal business hours as needed
• Demonstrates Franciscan Values and follows the university Code of Ethics
• Performs other duties as assigned.

USF WAY:

University of Saint Francis (USF) employees demonstrate a commitment to the University’s mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy, and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.

Standard #1: Provide opportunities for deeper conversations, prayer, and reflection.

Standard #2: Utilize best practices in communication and service.

• Apply care to your words and deeds to ensure respect for others.
• Commit to follow through without exception and with quality.
• Offer additional assistance after serving as in, “How else may I assist you?”
• Respond promptly, whether in person, via phone, or email.

Standard #3: Recognize and celebrate milestones and achievements.

Standard #4: Use resources wisely and support green initiatives.

MINIMUM QUALIFICATIONS

Education

• High school diploma or its equivalent required
• Course work or training in office operations including typing, office procedures, and data base management
• College course work or degree preferred.

Experience

• 1 year of office experience required, preferably in a university setting

Knowledge and Skills

• Competence in office operations, policies and procedures, and business communications
• Proficiency in use of computer software and office equipment
• Strong interpersonal and communications skills, both verbal and written to effectively interact with students, faculty, staff and community members
• Discretion concerning information of a confidential nature, such as personal identification information of students and employees, student progress and performance, or faculty salary
• Organizational skills necessary to plan the workday, arrange meetings, prioritize tasks, and complete various projects
• Math skills to maintain and verify department statistical information and budgets
• Team attitude, a student-centered approach, and an ability to work effectively with people from diverse backgrounds

Professional Development

The Nursing Division Office Coordinator- Crown Point is expected to demonstrate a commitment to learning and growth by:

• Fulfill the Code of Ethics of the University and the profession
• Participating in activities that enhance personal and professional growth and renewal.
• Expanding knowledge in their area of specialty on an ongoing basis.
• Listing specific development needs they have identified annually and including a plan of action and time frame to accomplish.
• Creating appropriate goals to accomplish annually and assess achievement at the end of the fiscal year.
• Attending in services as directed to update knowledge and skills.

Job Type: Full-time

Work Location: In person