What are the responsibilities and job description for the Administrative Associate Ill - COHS position at Montana State University Northern?
Under the direction of the Provost, the person in this role provides administrative and programmatic support for the College of Health Sciences to ensure smooth, effective operations conducive of student success. Duties include, but are not limited to, admissions support for all nursing programs, budget management for the College and program-related indices/accounts, academic advising for pre-nursing students, record-keeping, and timely reporting and communication on matters critical to program accreditation and student success.
Duties and Responsibilities
Key duties including but are not limited to the following:
ADMINISTRATIVE DUTIES
ADMINISTRATIVE DUTIES
- Provide administrative support to the Dean, Chair(s)/Director(s), and Faculty in COHS including, but not limited to, greeting and directing visitors; developing and processing travel requests, SmartBuy purchases, and Chrome River approvals and reimbursements; ordering texts; and engaging in other daily office operations
- Schedule and send invitations for College and program-level meetings as well as any required Advisory Board meetings for COHS
- Prepare agendas, send out Zoom/Teams links, take notes, and distribute minutes for meetings, when needed
- Sort mail and direct package delivery to designated locations
- Assist with course catalog revisions and updates
- Monitor and maintain COHS web pages, posted classroom schedules in HSC (first floor), and other relevant announcements
- Coordinate College/program-related special events/retreats/workshops/stakeholder meetings to include, but not limited to, logistics scheduling and services, facilities arrangements, room reservations, and catering/food service orders
- Maintain faculty data regarding professional development, certifications of skill, and updated resumes
- Collect and store all course syllabi for faculty within COHS each semester
- Assist the Director of Nursing in preparing MOAs for clinical sites and keep track of Nursing student clinical schedules
- Assist in the coordination and planning of TekNoXPo/ShowCASE as it relates to tracks developed by COHS
- Other Duties as Assigned
FISCAL DUTIES
- Monitor and maintain detailed records of the College’s budget and reconcile monthly statements for budget indices; maintain current balances of budget indices; authorize payment of invoices and expenditures by the Business Office
- Prepare adjunct faculty contracts in advance of each semester and approve adjunct faculty timecards
- Other Duties as Assigned
PROGRAM-LEVEL SUPPORT
- Assist with student applications and the acceptance processes for the Associate of Science Degree in Nursing (ASN) and the Bachelor of Science Degree in Nursing (BSN) programs
- Maintain complete records of student/applicant data in ASN and BSN for program accreditation/review
- Advise prospective and current students as part of the Nursing and Integrated Health Sciences programs, when needed
- Monitor CASTLEBRANCH® and maintain open communication with the Director of Nursing and all Nursing students regarding any required actions
- Research regulations and collect and provide data and analysis for the accreditation processes related to ACEN, MT Board of Nursing, NWCCU, and any relevant future accreditors
- Other Duties as Assigned
- HS Diploma with 4 years of administrative and/or clerical experience, or equivalent combination of education and support experience.
- Excellent organization and communication skills
- Experience working on a college campus
- Experience working in a Nursing department
- Experience with Banner and Microsoft Office Suite
- Experience with regulation/accreditation compliance
- Ability to maintain confidentiality at all times
- Ability to adapt to changing College and program-level needs
- Requires lengthy periods of sitting and repetitive movements
- Ability to lift with appropriate assistance up to 50lbs
Posting Detail Information
Announcement Number
STAFF - VA - 2600021P
Number of Vacancies
1
Desired Start Date
Immediate
Position End Date (if temporary)
Open Date
Close Date
Until an adequate pool is established
No
Special Instructions Summary
In this application, and the required cover letter, resume, and list of references, DO NOT include your protected private information such as date of birth, citizenship status or immigration information, social security number, or any other protected information. This does not apply to the Authorization Form for Background Check.
Applicants must upload the following with their application:
Applicants must upload the following with their application:
- A cover letter which addresses how you meet the required and preferred qualifications, your professional and academic career goals, and your interest in the position.
- A resume.
- A list of three professional references.
In the online application in the Background Check field, type YES to show you understand this additional requirement.
Complete an Authorization Form for Background Check
https://www.msun.edu/hr/forms/Authorization_for_Background_Investigation-MSU-Northern.pdf
Submit your completed and signed form to:
Human Resources
Montana State University-Northern
P.O. Box 7751
Havre, MT 59501-7751
406-265-3568 or 406-265-3789
HR Dept. Fax 406-265-3530
https://www.msun.edu/hr/forms/Authorization_for_Background_Investigation-MSU-Northern.pdf
Submit your completed and signed form to:
Human Resources
Montana State University-Northern
P.O. Box 7751
Havre, MT 59501-7751
406-265-3568 or 406-265-3789
HR Dept. Fax 406-265-3530
Quick Link for Internal Postings
https://jobs.msun.edu/postings/2665
EEOC Statement
Montana State University-Northern (MSUN) is an equal opportunity employer. MSUN does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSUN provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Director of Human Resources /Title IX
Montana State University-Northern
300 11th Street West
Havre, MT 59501
E-mail: rebecca.farr@msun.edu
Location: 208 Cowan Hall
Tel: (406) 265.3568
In compliance with the Montana Veteran’s Employment Preference Act, MSUN provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Director of Human Resources /Title IX
Montana State University-Northern
300 11th Street West
Havre, MT 59501
E-mail: rebecca.farr@msun.edu
Location: 208 Cowan Hall
Tel: (406) 265.3568
Salary : $17 - $20