Administrative Assistant, Department of Nursing

 JOB TITLE:   Administrative Assistant, Department of Nursing

DIVISION:   Academics, DEPARTMENT:   Nursing

REPORTS TO:  Chair, Department of Nursing

JOB EMPLOYMENT STATUS:  Full-time Non-exempt

UPDATED:  September 2025

 SUMMARY:

The objective of the Administrative Assistant is to support the Department of Nursing, Chair and faculty through administrative services. The Administrative Assistant may assist with faculty needs as time permits.  The incumbent must be highly organized and have the ability to multitask and manage priorities.  The administrative assistant will be expected to complete a variety of work to ensure the smooth operation of the Nursing department.

 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Other duties may be assigned.

•  Assist Chairperson and faculty in the formulating, producing, and processing of various university, state and national annual reports, self-studies and progress reports, nursing student’s handbook, nursing policy manual, course schedules and load reports.
• Assist Chairperson with functional activities and responsibilities required by the department
• Coordinates Departmental correspondence, e.g., letters and certificates of acceptance/recommendation, individual letters to prospects as needed, mailings to students, mass mailings, Other miscellaneous correspondence – faculty letters, graduates, scales
• Coordinate site reservations for Department of Nursing activities, correspondence with attendees & published documents/certificates.
• Submit and manage purchase orders.
• Coordinate completion of annual outcome assessment plan and systematic plan for program evaluation, program evaluations, prepare, process, tabulate, annual data, multiple aggregated trended reports.
• Manage departmental student database.
• Responsible for information pertaining to the department’s operational and information system.
• Maintain programmatic mailing lists.
• Maintain computer database for nursing students.
• Maintain confidentiality on all department business, including student files, departmental business and individual faculty member’s business.
• Maintain files pertinent to programmatic needs.
• Assist chairperson in minor administration and decision-making for the department.
• Responsible for information pertaining to departmental procedure and activities.
• Produce, distribute, and maintain clinical contracts.
• Operate office machines as necessary
• Assist faculty in developing and reproducing of course materials as time allows.
• Coordinate needed correspondence/letters of reference.
• Instruct/assist work-study students in preparing nursing department evaluation packets and documents.
• Answer phone calls forwarding from faculty offices, take/deliver messages, relay information to/from faculty, redirect phone calls when necessary, and answer callers’ questions whenever possible
• Proctor students taking tests as requested by faculty
• Keep supplies used by faculty on hand and inventory/order each year for education and nursing departments
• Assist the Chair and faculty with departmental purchase orders, generating, sending, and follow-up
• Record and transcribe minutes at all committee meetings and at education department faculty meetings as requested
• Take responsibility for special arrangements necessary for department meetings/luncheons/dinners (room reservations, meals, etc.) as requested

SUPERVISORY RESPONSIBILITIES: Supervises work-study students as requested.  Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

 QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.   The requirements listed below are representative of the knowledge, skill, and/or ability required.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 EDUCATION and/or EXPERIENCE:  Associate degree required; Bachelors preferred in nursing or computer related area; and one year  related experience and/or training; or equivalent combination of education and experience.

 LANGUAGE SKILLS:  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write and manage correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

 MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.  

 REASONING ABILITY:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exits.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands and  fingers, handle, or feel objects, tools, or controls; and talk or hear.  The employee frequently is required to walk.  The employee is occasionally required to stand and reach with hands and arms.

 The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 WORK ENVIRONMENT:  The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.