Administrative Associate III

DEPARTMENT:

Nursing

PAY GRADE:

36

FLSA:

Non-Exempt, 32 hours per week

SUMMARY

The Administrative Associate III is responsible for providing support to administration, faculty, and students for the Certified Nurse’s Aide (CNA), Practical Nursing (PN), and Registered Nursing (RN) programs.

ESSENTIAL FUNCTIONS

• Provides direct administrative support of day-to-day operations to the Nursing program director and CNA coordinator using independent judgement, critical thinking, and evaluation strategies to support student success from pre-admission to graduation for all nursing programs.
• Acts as a liaison with clinical training sites providing required documentation to obtain clearance for students and instructors to have patient contact. Ensures a current signed contract between FVCC and each clinical training facility is completed and on file.
• Accesses, verifies, and ensures accuracy of confidential student immunization records, health insurance, and background checks, drug screens, and other clinical requirements as required for CNA and Nursing programs.
• Registers students and confirms enrollment; maintains all required student files and documentation for CNA and Nursing programs.
• Maintains master student database of all programs for tracking accreditation quality indicators to demonstrate achievement of program outcomes.
• Assists in compiling information packets to inform prospective CNA and Nursing students of program information and application procedures, assists in PN and RN selection process.
• Ensures a current signed Memorandum of Understanding between FVCC and each clinical training facility is completed and on file.
• Maintains Nursing and CNA program Student Handbook, application, and information packets.
• Collaborates with program director to develop master schedule of CNA, PN and RN courses each semester, schedules classrooms and skills lab, and verifies book orders.
• Coordinates CNA, PN and RN registration, rosters, and payment.
• Schedules and participates in PN and RN application interviews.
• Coordinates and proctors required testing for Nursing and CNA students from pre-admission to program completion.
• Coordinates evaluations of students, instructors, facilities and employers, and compiles data as required.
• Collects data and provides support for Board of Nursing and National League of Nursing Commission for Nursing Education Accreditation (NLN CNEA) reporting requirements. Serves as a minute taker for all Nursing Department meetings as required by the accreditation.
• Uses budget software to monitor expense and revenue activities. Orders supplies and equipment for programs; and makes travel arrangements.
• Prepares Worker’s Compensation report of student clinical hours each semester.
• Coordinates meetings and special events as needed with direction from program director.
• Collaborates with program director to ensure student completion of all degree requirements.
• Acts as a resource for graduating students licensing exam process.
• Ensures work area is safe, properly maintained, organized and clean.
• Participates actively and with initiative in continuous improvement efforts to provide efficient and quality services.
• Establishes and initiates effective and timely communications to assure sharing of information.
• Works closely and cooperatively with campus departments and related agencies on programmatic, financial, and compliance matters
• Attends related trainings, workshops, and professional development
• Cross trains to perform other departmental and team functions; backfills for staff as needed
• Actively participates in the development of a climate that promotes and supports innovation and efforts to continuously improve services to students, faculty, and the College
• Creates and maintains a collaborative and collegial environment with colleagues and maintains effective working relationships
• Maintains professional ethics and confidentiality of students in accordance with applicable laws and policies
• Advances the mission of FVCC by serving on or convening committees and contributing in the community in college-related activities
• Performs special projects and other duties as assigned.
• Reports to Director, Nursing.

MINIMUM QUALIFICATIONS

• Associate degree and one year of related experience OR,
• High school degree or equivalent and three years or related experience.

PREFERRED QUALIFICATIONS

• Experience in the health care field or working with health care programs.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to provide a high level of customer service in a positive and professional manner.
• Working knowledge and use of technology in a learning environment
• Knowledge of personal computers and related word processing, spreadsheet, and database software with the ability to learn new software.
• Ability to use standard office equipment.
• Knowledge of college organizational structure, budgetary processes, policies and procedures
• Effective public relations, interpersonal and communication skills
• Organizational, time management, and multi-tasking skills with the ability to meet deadlines in a busy environment.
• Ability to work on a project independently with attention to detail.
• Ability to remain flexible in an often changing environment
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work within policies and procedures of FVCC.
• Ability and willingness to serve as a representative for the College by interacting appropriately with the public, students, potential students, and College community.
• Ability to maintain a high degree of confidentiality and be FERPA compliant.
• Ability to follow and issue directions.
• Ability to work effectively with people from a variety of culturally diverse backgrounds.
• Ability to maintain regular and acceptable attendance levels.
• Ability to pass a criminal background check.
• Ability to respond in the event of an emergency.
• This is a Medium Duty job, according to the Selected Characteristics of Occupations Defined in the Revised Dictionary of Occupational Titles, U.S. Department of Labor and Industry. Medium Duty involves exertion of 20-50 pounds of force occasionally, and/or 10-25 pounds frequently, and/or up to 10 pounds continuously to move objects.

APPLICATION PROCEDURE:
In order to be considered for this position, applicants must apply online at https://www.fvcc.edu/about/careers-at-fvcc; paper submission of applications or resume materials are not accepted for open positions. FVCC does not retain application materials for future consideration. Additionally, applicants are required to submit the following documents by uploading them to the online application:

• Letter of application indicating how you meet the minimum qualifications and detail your work experience as it relates to the position's Knowledge, Skills and Abilities; and
• A current, comprehensive resume or curriculum vitae; and,
• Unofficial transcripts for all degrees held AND/OR Professional Certifications. As a condition of employment, the successful candidate will submit official transcripts for all degrees held and applicable certifications to FVCC HR prior hire. Only transcripts from accredited institutions will be accepted.), and
• Three professional references, with complete contact information, must be provided on the application form. Professional references must be individuals most familiar with applicant's work experience, skills, and work behaviors and supervisory experience. Do not list family and friends for professional references.

EMPLOYMENT VERIFICATIONS, REFERENCE CHECKS AND CRIMINAL BACKGROUND CHECKS: Prior to any offers of employment, FVCC conducts thorough employment verifications and reference checks and may contact organizations and individuals not listed on an applicant's application or resume. Additionally, FVCC conducts post-offer criminal background checks.

EQUAL EMPLOYMENT OPPORTUNITY: FVCC is an equal opportunity employer. It is FVCC's policy that all individuals are entitled to equal employment opportunities regardless of race, color, religion, creed, political ideas, sex, gender identity, sexual orientation, age, marital status, veteran’s status, service in the uniformed services as defined by state and federal law, physical or mental disability, national origin or ancestry except as authorized by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, and training and career development programs, as required by federal and state laws.

FVCC BOARD POLICY: The FVCC Board Policy Manual is available to review at https://www.fvcc.edu/about/board-administration/board-of-trustees/board-policies

REASONABLE ACCOMMODATIONS FOR PERSONS WITH DISABILITIES: FVCC provides reasonable accommodations upon request to qualified individuals with disabilities during all phases of employment including the application and selection process. No applicant will be penalized as a result of such a request.

VETERANS' PREFERENCE ACT: Preference applies in hiring and provides a uniform method by which special consideration is given to qualified Veterans. Veterans’ Preference laws do not, however, guarantee Veterans a job, nor do they give Veterans’ preference in internal actions such as promotion, transfer, reassignment, and reinstatement. Applying for a preference is voluntary and that all information related to a preference is confidential and used only during the hiring process; the information will be maintained in a separate confidential file. To claim Veterans' Preference, you must complete the Veterans' Preference Form (form is available at https://www.opm.gov/forms/pdf_fill/SF15.pdf) and email it along with document(s) that verify your eligibility for employment preference to HR@fvcc.edu. Claims for Veterans' preference must be received by Human Resources prior to position closing date.

WINDFALL ELIMINATION PROVISION: Based on the Windfall Elimination Provision, FVCC employment may not be covered by Social Security. To learn more about the Windfall Elimination Provision click https://www.ssa.gov/pubs/EN-05-10045.pdf.