Administrative Assistant, Nursing Education

Department:Health and Wellness

FLSA Non-Exempt

Direct Reports:N/A

Minimum Qualifications: Associate Degree in secretarial science or business administration or similar field;

Work Experience:Two years of progressively responsible secretarial or clerical administrative/office management experience;

Preferred Qualifications: Associate Degree in secretarial science or business administration or similar field;

Knowledge, Skills and Abilities

1. Excellent oral communication skills with the ability to communicate positively with students, faculty and staff, and guests;
2. Excellent customer service skills providing a welcoming presence for the Health Technologies department and the Nursing programs;
3. Excellent written communication skills including the ability to draft letters and other correspondence, create forms and spreadsheets, and other written media;
4. Excellent problem solving, critical thinking, and organizational skills. Ability to manage multiple competing priorities and meet deadlines;
5. Ability to think creatively and put ideas into action;
6. Excellent computer skills as evidenced by experience with Microsoft Office products, including Excel, Access, and Word;
7. Experience with a student information system (such as Colleague, Webadvisor, etc.);
8. Experience with a learning management system (such as Sakai or Blackboard), virtual proctored testing systems, and virtual meeting systems (MS Teams, Zoom, etc) are preferred;
9. Knowledge of word processing, proficiency in typing 55 WPM, and operation of basic office machines;
10. Personal integrity, honesty, and the ability to maintain confidentiality; and
11. Understanding of the mission, goals, and objectives of a community college;
12. Ability to work with the public and sensitive to the needs of students; and,
13. Ability to work and communicate effectively with a diverse student population.

Essential Functions

The Administrative Assistant, Nursing Education is primarily responsible for the overall operation/management of the nursing programs. Other responsibilities are to perform administrative and secretarial duties of complex and confidential nature in support of departmental activities to relieve program directors of clerical and minor administrative responsibilities and to maintain the efficiency of departmental office operations. Lastly, efficiency and flexibility must be maintained in order for these multi-faceted programs to provide optimum student services.

Job Duties

1. Answer incoming telephone calls for the nursing programs and handle, triage accordingly;
2. Receive and assist nursing students, visitors, and other guests to the nursing office;
3. In case of emergency, take and relay messages to faculty and students; distribute mail to faculty mailboxes;
4. Provide information and answer general questions concerning the Nursing programs;
5. Create, organize, and maintain office and nursing student records (paper and electronic) from date of entrance to completion/withdrawal from program; to include storage of program records specifically related to instructor’s list of student attendance and grades for 3 years. Manage documentation in the electronical document portal and DocuScan.
6. Provide administrative support and compile data for the nursing program directors as needed for NCBON, ACEN, DHSR, and Durham Tech; Provide support during accreditation site visits and state audits;
7. Coordinate correspondence and student materials relating to the operations and events of the Nursing programs; process forms and other required paperwork, for example communication with incoming students;
8. Coordinate the maintenance and ordering of instructional and office supplies and equipment for the Nursing programs assist Nursing program directors in monitoring program budgets using eProcurement and P-Card;
9. Maintain operation of and supplies for scanning (Scantron) and copier equipment;
10. Assist nursing program directors in preparation and organization of advisory committee meetings, “boot camps” and student orientation; for example, send advisory committee meeting invitations and take and distribute meeting minutes, maintain registration and check in at orientation and boot camp educational events;
11. Engage with the Clinical Requirements Support Specialist to facilitate the completion of affiliation agreements and Castlebranch requirements;
12. Assist with orientation of part-time and full time faculty; ensure that new appointees receive supplies needed for effective instruction;
13. Participate in departmental meetings and other announced activities including marketing and recruitment activities;
14. Participate in training and other opportunities for continued professional development, including attendance at off¬-campus activities, as feasible,
15. Serve as building captain and building safety captain; submit work orders as requested by department faculty and staff;
16. Participate in advisor training and assist credit and non-credit students and faculty during advising and registration periods;
17. Register non-credit students for courses;
18. Schedule rooms for conferences and meetings for the directors;
19. Active member on interview committees, to include contacting interviewees and scheduling interviews;
20. Additional duties shall include other appropriate activities assigned by the Assistant Dean, Nursing Education, Program Directors of the nursing programs or Dean and Department Head, Health and Wellness.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The physical and mental demands described as follows are representative of those that must be met by an employee in performing the essential functions of this job:
• Ability to sit and/or stand for long periods of time;
• Ability to be mobile during department meetings and events;
• Ability to lift, at times, 10 lbs;
• Ability to present to small groups.
• Ability to maintain composure during stressful interactions with students, faculty, staff, and guests.

Required Working HoursA minimum of a 40-hour work week as determined with the supervisor to allow the employee to fulfill the assigned duties and responsibilities, including occasional evening and weekend hours. Summer schedules may vary to enable four-day or four and one half