ADMINISTRATIVE ASSISTANT - PRACTICAL NURSING PTE III

SUMMARY

The Administrative Assistant provides administrative support to programs and instructional areas that report to the Director of Nursing. The position performs clerical, administrative, relational, and standard and advanced operational tasks; ensures efficient and effective course construction functions and customer service; works independently and collaboratively with other administrative assistants in the College; coordinates various communications and activities; performs other functions that involve various software and applications necessary to successfully perform job duties and responsibilities. Engages with internal and external constituents, can be exposed to sensitive information, and therefore is bound to confidentiality norms and agreements.

As per Bates Professional Technical Employees (PTE) agreement, Section 21.1, this position will be open to all permanent bargaining unit members for a minimum period of 5 days.

ESSENTIAL FUNCTIONS & OTHER DUTIES

Essential Functions
Direct Administrative Support to the Director of Nursing

• Provides efficient and effective confidential and non-confidential administrative and relational support to the Director of Nursing and to the programs and instructional areas that report to the Director.
• Collects demographics to include collecting and maintaining admission and graduation metrics.
• Supports and maintains certification and program tracking for faculty members.
• Applies existing and new software applications (e.g., CTC Link, SMS, Tableau, and Microsoft Office suite of products) required to effectively perform job duties and responsibilities.
• Manages and updates Director of Nursing’s calendar.
• Create and maintain up to date student files, as well as coordinate filing systems for organizational purposes.
• Maintains confidential and non-confidential records and documents.
• Accompanies Director to meetings on and off campus as necessary. Generally, this is to community partners within the Tacoma area, and travel is reimbursable as per established rates.
• Responsible for drafting and maintaining meeting minutes, schedule and organize meetings as directed.
• Responsible for collecting, compiling, organizing and maintaining accreditation information and documentation
• Collaborates with nursing faculty, clinical placement coordinator and program director to develop program surveys and manage and organize the collected data
• Responsible for organizing and attending the advisory committee meetings
• Collaborates with the program director to provide information to potential students by participating in information sessions and responding to online inquiries
• Responsible for scheduling various examinations for the students.
• Participates in marketing events for nursing programs and/or open houses

• Processes, manages, and updates course construction information.
• Processes course registration in support of nursing programs and other instructional areas under the Director’s supervision.
• Formats scheduling information and coordinate efforts between Director and registrar’s office.
• Review quarterly schedule for accuracy.
• Register students and enter data into the College system for career training, academic and extending learning programs, and program waitlists.
• Manage the schedule for use of the Nursing Department.
• Maintain calendars for nursing faculty and disseminate information for enrollment of students.

• Processes all invoices and purchase requisitions (e.g., ordering supplies, processing, invoicing, travel, and billing).
• Works with the Finance Office to conduct such functions as preparing and processing faculty contracts, pay authorizations, and purchase requisitions.

• Provides customer service and assistance to students applying for financial aid including but not limited to application completion, document tracking, disbursement, and refund details.
• Provides information to students about nursing programs, certificate/degree requirements, program costs, financial aid, and support services.
• Responds and resolves internal (e.g., students, faculty, staff) and external (e.g., community partners, vendors, etc.) customer service queries via in-person, phone, email, teleconferencing, and other communication platforms.
• Collects and distributes data related to nursing programs and other instructional areas under the Director’s supervision.
• Prepare and distribute resources such as training and educational materials and certificates of completion.
• Work with Director of Nursing to coordinate program advisory board meetings and communications.
• Monitors, responds, and maintains internal and external contacts.

• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Onboards and provides orientation to new program faculty.
• Other duties as assigned by the Director.

• Accountable for keeping personal development up-to-date; adding to skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc.
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.

• Once offer of employment is made, a background check including criminal record history will be conducted. Information from the background check will not preclude employment but will be contingent in determining the employee's suitability and competence to continue to perform in the position.
• This position has been designated as a bargaining unit position represented by Bates Technical College local union.
• This position is required to work on campus.
• Valid Washington State Driver’s License and reliable vehicle for reimbursable travel

QUALIFICATIONS

Minimum Qualifications

• High School Diploma/GED and three years of relevant experience OR
• Associates degree and one year of relevant experience

• Experience with CTC Link, SMS, Campus CE software, and Canvas Learning Management System
• Knowledge of course construction and higher education enrollment processes
• Knowledge of nursing or medical industry

EQUAL OPPORTUNITY STATEMENT

BATES TECHNICAL COLLEGE reaffirms its policy of equal opportunity and does not discriminate on the basis of race, ethnicity, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with college policy, and applicable federal and state statutes and regulations. Bates publications are available in alternate formats upon request by contacting the Disability Support Services Office at 253.680.7010. Inquiries regarding Bates' non-discriminatory policies, including Title IX and ADA, should be directed to: For student matters, the Dean of Student Services at 253.680.7105, Downtown Campus A211. For employee matters, the Executive Director of Human Resources at 253.680.7180, Downtown Campus A326.

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