Administrative Assistant - Dean School of Nursing

Administrative Assistant to the Dean of the School of Nursing

Description: The Administrative Assistant to the Dean of the School of Nursing is responsible to work under the direction of the Dean of Nursing (DON), Coordinator of BSN-C and Graduate Nursing Programs (CBM), Coordinator of Pre-Licensure Nursing Programs on Bethel campus (CPNP), and the Coordinator of the Bethel Pre-Licensure Nursing Programs at Grace (CGC) and to facilitate the operation of the School of Nursing.

Qualifications: Proficiency in Microsoft Office and office machines with two years of related experience. Must be able to multi-task and have a caring manner.

Appointment: This is a 12-month position.

Performance Standards: It is the duty and responsibility of the Administrative Assistant to the Dean of the School of Nursing to perform, at satisfactory level, the following tasks:

• Provide assistance according to priorities outlined by DON for the School of Nursing.
• Present a positive image of the School of Nursing and Bethel University by providing support, answering questions and making referrals as necessary.
• Prioritize requests from faculty and students to ensure deadlines are met, using creativity and initiative.
• Refer inquires to Nursing Recruitment Coordinator or in absence, a nursing administrator.
• Complete special assignments needed to facilitate smooth functioning of the school.
• Maintain files and records to meet ACEN and State Board of Nursing standards.
• Communicate with faculty about their needs and maintain adequate supplies by completing a routine inventory and, after approval by the DON, purchasing needed supplies.
• Communicate with and assist faculty in ordering supplies and equipment completing purchase orders (POs) as necessary and adding purchases to inventory records.
• Supervise use of all School of Nursing office equipment.
• Ensure necessary copying is done to meet School of Nursing needs.
• Prepare necessary memos, tests, reports, minutes, letters, syllabi, and other documents necessary for School of Nursing functioning as requested.
• Maintain confidentiality of tests, syllabi and other documents.
• Maintain a record of faculty schedules and student clinical schedules in order to locate individuals in a timely manner. Ensure faculty have their schedules posted on their office doors.
• Maintain budget records for the School of Nursing, preparing purchase order requests as indicated.
• Communicate with faculty to ensure laboratory supplies, and other supplies for the School of Nursing are ordered in a timely manner.
• Ensure pagers are assigned and maintained in working order.
• Ensure audiovisual equipment as well as other pieces of equipment used by the faculty in the School of Nursing are maintained in working order.
• Respond to publishing companies to ensure nursing faculty have up-to-date data regarding available text and support faculty books and supplies and maintain a comprehensive summary of textbooks utilized throughout the program.
• Coordinate updating the School of Nursing website as needed and requested.
• Coordinate scanning of tests and creation of reports using the Scantron and software.
• Assist and/or coordinate testing in of students, i.e. TEAS, Re-entry Challenge Exams, NLN, and other tests as directed by the DON/CPNP/CGC.
• Coordinate and distribute student classroom and clinical evaluations to faculty.
• Coordinate nursing classroom requests and assignments.
• Coordinate maintenance requests and follow through to completion.
• Schedule vendors/recruiters under the direction of the DON/CGC/CPNP/CBM.
• Monitor faculty evaluations, coordinate minutes and file/post in necessary locations.
• Receive and return communication for the DON/CGC/CPNP/CBM as needed.
• Assist DON with communication.
• Maintain current list of clinical agency affiliations and distribute clinical agency agreements for School of Nursing.
• Maintain and update annually, or as necessary, all nursing faculty CVs, Boyer summaries, and contact information.
• Assist with orientations.
• Other various duties as assigned by the DON/CBM/CGC/CPNP.
• Print Sigma Theta Tau and scholarship certificates as needed.
• Maintain a video inventory of all audio visual materials for SON and order new material as directed by the DON and nursing faculty.
• Assist as needed with reports to various accrediting and licensing agencies.
• Respond and assist with immediate and student problems and refer to appropriate individuals.
• Assist SON Lab Supervisor with ordering lab supplies and nursing kits.
• Assist with special events, such as the pinning ceremony and nursing banquet.
• Maintain organization and inventory where SON supplies are kept.