What are the responsibilities and job description for the Administrative Assistant position at Gwynedd Mercy University?
Provides ongoing administrative support to the Frances M. Maguire College of Nursing and Health Professions, with primary responsibility for supporting the Graduate Nursing and Speech-Language Pathology programs, and provides support to other College programs and initiatives as needed.
Manages information on Share Point. Maintains strict confidentiality of student, faculty and staff information and files. Serves as a resource for faculty and students. Maintains accurate files; schedules appointments and makes event arrangements when needed; provides accurate and timely information to callers and visitors; and otherwise relieves officials of administrative detail by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other related duties may be assigned
- Maintains strict confidentiality of student, faculty, and staff information and files.
- Composes, edits, and mails routine correspondence. Files correspondence and other records, and maintains files and records. Upon request, records minutes of meetings.
- Maintains professionalism in all aspects of the job. Greets visitors and callers cordially, ascertains nature of business and connects visitors to appropriate person. Collects information from faculty, staff and students to reply to an inquiry.
- Provides information and service to applicants and prospective applicants to the College and University.
- Assists with event planning, including arranges travel schedules, reservations, business meetings, and conferences as needed for the Graduate Nursing and SLP Program Directors.
- Maintain all Graduate Nursing and SLP student files electronically. Assists Clinical Coordinators in maintain spreadsheet of students’ health and background screens and other pertinent documents for clinical/fieldwork placement.
- Assists Program Directors and Clinical Coordinators in sending clinical affiliate letters and contracts for clinical and fieldwork placements. Maintains detailed records of all clinical contracts. Responsible for updating contracts and Certificates of Insurances for clinical/fieldwork affiliates.
- Assists Program Directors in sending student progression letters.
- Assists Program Directors in scheduling program faculty meetings. Records minutes of these meetings.
- Assists the Program Directors in the preparation of annual PA State Board of Nursing reports, CAA reports, and accreditation bodies.
- Must be proficient in Share Point, Outlook, Excel, and Word.
- Perform additional duties as assigned by the Dean.
Supervisory Responsibilities
May assist new staff members in such areas as training; planning, assigning, and directing work. addressing complaints and resolving problems.
Qualifications
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/Experience
Associate's degree (bachelor degree, preferred); or two years related experience and/or training; or equivalent combination of education and experience.
Technical Skills
Ability to key at a minimum speed of 55 wpm. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, and Share Point. Ability to use office procedures to organize work flow. High attention to detail.
Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret graphs.
Interpersonal Skills
Ability to interact effectively and professionally with others. Ability to maintain confidentiality, including but not limited to student and faculty records.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 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 to handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjunct focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an 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.
EOE Statement: Gwynedd Mercy University is committed to maintaining a positive learning, working, and living environment that is free from unlawful discrimination and harassment. Gwynedd Mercy University does not discriminate against any applicant for admission to or employment at the University because of race, religion, age, gender, sexual orientation, gender identity, national origin, disability, color, marital status, veteran status, genetic characteristics, or any other characteristic protected by federal, state, or local law (‘Protected Classes’). This includes, but is not limited to, admissions, financial aid, educational services, and student programs and activities, as well as to all terms and conditions of employment including, but not limited to, recruitment, selection, hiring, placement, transfer, promotion, training, compensation, benefits, discipline, and termination. The University will not tolerate unlawful acts of discrimination or harassment based upon Protected Classes, or related retaliation against or by any employee or student.