Administrative Assistant I, Nursing - Worcester State University

OFFICIAL TITLE: Administrative Assistant I (Nursing Department)
SUPERVISION RECEIVED: Nursing Department Chair
SUPERVISION EXERCISED: May supervise student and work study personnel

General Statement of Duties: Serves as administrative assistant to the chair, and provides support to nursing faculty through chair direction. General duties include, but aren't limited to: front-line customer service, performing complex clerical tasks, preparing reports, recording, transcribing and distributing minutes, and composing correspondence.

RESPONSIBILITIES:

(E) = Essential

• (E) Provides superior front-line customer service to guests in the nursing department, including answering telephones and emails, and greeting guests.
• (E) Provides timely responses to inquiries from internal and external constituents. Offers information, resources and referrals based on departmental and university regulations, polices, and procedures.
• (E) Updates student files and relative information in Colleague/Datatel as well as the Nursing Database.
• Designs and (E) maintains databases utilizing Microsoft Access.
• Analyzes and determines the applicability of data, draws conclusions, and makes appropriate recommendations for process enhancement.
• Designs and (E) maintains program forms.
• (E) Files, scans, updates, and assures the integrity of student records.
• (E) Maintains advising lists; responsible for assisting with advisor meeting preparations, advisor warnings, and mailing students as necessary.
• (E) Assists department chair with the collection of faculty bio/contact information, class schedules, faculty workload credits, and collection of CV's for adjuncts.
• (E) Distributes clinical instructor evaluations.
• (E) Assists department chair with the budget, including submission of monthly budget updates to the chair and associate dean. Enters requisitions and purchase orders in Colleague.
• (E) Prepares and distributes faculty meeting agendas, takes meeting minutes, and prepares and distributes minutes before the next scheduled meeting; maintains and files all meeting reports, year-end reports, and testing reports from faculty.
• (E) Provides administrative support including, but not limited to: room scheduling, mail distributions, ordering supplies, preparing weekly room schedules, copying, scanning, filing, and checking the fax machine and distributing faxes daily.
• Supervises student and work study employees; may supervise temporary office support.
• (E) Interacts with external organizations on behalf of the nursing department.
• (E) Acquires data, prepares and submits Massachusetts Board of Registration in Nursing yearly reports; works on CCNE reports/surveys as needed.
• Assists with maintaining the departmental information on the nursing web site.
• (E) Reviews materials for accuracy to ensure proper spelling, punctuation, form, content, clarity, and conformance with original data; updates materials as necessary. (Example - academic catalog as it relates to nursing).
• (E) Maintains consistent and clear communication with department chair and associate dean, interacting daily in-person, or via telephone and/or email if chair is not in the office.
• (E) Assists the chair in composition of correspondence on his/her behalf.
• (E) Maintains harmonious working relationships with the nursing department and university at-large.
• Support nursing department faculty as assigned and deemed appropriate by department chair.
• Performs other duties as assigned within the Administrative Assistant I classification:

• Classification specifications are available at http://www.mass.edu/foradmin/humanresources/classspecshrd.asp.

Required Qualifications:

• At least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• Knowledge of methods of general report writing and ability to prepare general reports.
• Knowledge of the types and uses of general office equipment.
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
• Ability to analyze and determine the applicability of data, to draw conclusions, and to make appropriate recommendations.
• Ability to follow written and oral instructions.
• Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.
• Ability to communicate effectively in oral expression.
• Ability to maintain accurate records.
• Ability to deal tactfully with others.
• Ability to exercise sound judgment.
• Ability to exercise discretion in handling confidential information.

Preferred Qualifications:

• Ability to develop a strong knowledge base of program requirements.
• Ability to work independently and manage multiple responsibilities simultaneously.
• Ability to work well under pressure.
• Experience with Colleague/Datatel.
• Advanced knowledge of Microsoft Office Suite, especially in Access, Excel, and Word.
• 3 years of full-time experience in office management.
• Bachelor's degree.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

This is a grade 15, non-exempt, full-time (37.5 hours/week), benefited AFSCME position. The bi-weekly salary is $2,152.54 (annual salary is $55,966.04).

Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• pension and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 10 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• Free on-campus gym access.
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.