Administrative Assistant II, Nursing Graduate Programs
About University of Saint Joseph:
The University of Saint Joseph, founded by the Sisters of Mercy, provides a
rigorous liberal arts and professional education for a diverse student
population in an inclusive environment that encourages strong ethical values,
personal integrity, and a sense of responsibility to the needs of society.
At University of Saint Joseph, our mission statement profoundly resonates with
our faculty and staff and serves as the foundation upon which our employment
policy is built.
We seek to attract, develop and retain individuals who are committed to our
mission. We are committed to providing an environment where diverse talents,
perspectives, experiences and contributions are recognized, and one that
promotes the "growth of the whole person" with resources that enable employees
to meet professional and personal life needs.
Job Description:
The incumbent in this position supports and coordinates a fast-paced office
and provides administrative support to the faculty and/or staff of a
designated School or Department. The position serves as a liaison between the
School/Department and the University community by interacting with students,
faculty, staff and administration. Exceptional communication and computer
skills, as well as organizational abilities are required in order to perform
this job successfully.
The Nursing Program Administrative Assistant position requires someone with
strong communication and relational skills who will assist the Graduate
Program Directors with all processes related to arranging and managing quality
clinical experiences for students in Graduate Nursing Practice Programs.
Responsibilities Include (but are not limited to):
Acts as receptionist for the School/Department, answers and screens
telephone calls, visitors and/or mail, takes messages.
Responds to routine requests for information regarding all
School/Department programs and events and refers complex requests to
appropriate staff or faculty members.
Manages daily functioning of the School/Department office, including
supplies, mailings (including bulk), work orders, student worker
relations, student record upkeep and other file management.
Schedules appointments and coordinates arrangements for meetings,
conferences, and travel. Coordinates all logistics for School/Department
events.
Organizes work flow and initiates follow-up action and communications on
behalf of Dean, Chair or Director and other faculty and staff. Collects
and disseminates information within and beyond the University accordingly.
Organizes and maintains computer files, office files, and records in
accordance with School/Department procedures, and follows up on pending
matters.
Uses appropriate technology to compose and produce professional
correspondence, minutes of meetings, presentations, spreadsheets,
databases, reports and marketing materials (e.g., brochures).
Uses appropriate software and information sources to continually update
and improve the Department's web presence.
Supports School/Department in events, including occasional evening and
weekend events, such as but not limited to receptions, open houses, career
fairs, recruitment events, orientation, and commencement.
Recognizes and maintains circumstances of a confidential nature.
DEPARTMENT-SPECIFIC RESPONSIBILITIES
Initiates, manages and updates agency and preceptor clinical contracts,
affiliation agreements and student clinical scheduling
Develops, manages and updates lists, forms, data and other documentation
related to
Active clinical affiliates and preceptors
Student clinical placements
Preceptor collaboration with students in all clinical settings; includes tracking of student clinical hours entered into the database by preceptors and assisting program directors with their review of these entries; includes collecting and managing all preceptor documents and records
Assists Graduate Program Directors with establishment, coordination, and
maintenance of clinical site placements and preceptors for the graduate
and DNP student experiences.
Reviews all affiliates' organizational requirements and coordinate with
the Graduate Program Directors to ensure student compliance with
requirements of each affiliate
Coordinates data entry and analysis of all data related to student
clinical placements and experiences for use in program review, evaluation
and accreditation.
Assists Graduate Program Directors in preparation, coordination and
delivery of adjunct clinical faculty and preceptor orientation programs.
Communicates with students as needed to ensure compliance with clinical
affiliation requirements
Assists Graduate Program Directors in educating students regarding
clinical placement requirements
Updates Graduate Program Directors and program directors about emergent
issues related to clinical placements as needed
Acts as liaison to preceptors and Business Office regarding preceptor
compensation and other administrative matters when necessary
Requirements:
Education & Experience
High School diploma or equivalent required; Bachelors' degree strongly
preferred.
Two to three years' administrative assistant experience preferred;
One to two years' experience in a health care or educational setting or
recruiting/staffing experience preferred
Other Qualifications
Strong project management and analytical skills; strong organizational
skills and attention to detail.
Able to function independently while operating effectively within a team
environment
Possess solid general computer skills, including ability to work in a
Windows environment. Proficiency with MS Office Suite, Internet, and other
programs as needed (e.g., mail merge, data management). Familiarity with
specific applications used by the University/Department a plus, including
MS Access.
Excellent oral and written skills and ability to communicate comfortably
with students, colleagues, and external constituents
Demonstrated ability to handle complex and multiple tasks in a
professional and efficient manner
Exhibits a high level of professionalism, leadership, creative problem
solving, diplomacy, negotiation and sales skills, and the ability to
manage complex projects with minimal supervision
Professional, courteous demeanor and appearance; ability to engage
positively and work professionally with students, faculty, staff and
administration and represent the University professionally in diverse
clinical settings
Cultural competency to work with diverse student and/or employee
population
Commitment to the mission of the University of Saint Joseph
Physical ability to perform essential functions of the position, with or
without reasonable accommodation.
Additional Information:
This position is not eligible for visa sponsorship.
Benefits:
403(b) with employer match
Medical/Dental/Vision insurance
Life insurance
Paid time off & 10 paid holidays
Parental leave
Tuition Waiver (include spouse & dependent waivers)
Long-Term Disability insurance
Employee assistance program
Flexible spending account
Health savings account
529 CHET savings plan
NON-DISCRIMINATION& TITLE IX INFORMATION
ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES INFORMATION
The University of Saint Joseph believes it must play an active role in
creating a community of employees that is diverse, inclusive and equitable.
Our work benefits greatly from the contributions of people of color, people
from different socioeconomic backgrounds, women, LGBTQ+ people, and
individuals with disabilities. Hence, we strongly encourage applications from
people with these identities or who are members of other marginalized
communities.
Application Instructions:
Persons interested in the above position should apply online. Please submit:
Resume/Curriculum Vitae
Cover letter with salary requirements
You may add up to four additional files/documents after uploading your
resume/CV; you will be directed to the upload page after you complete your
contact information.
Returning Applicants : Login to review your completed application, add
documents, or apply for an additional position.
See the FAQ for using our online system. Please contact us if you need
assistance applying through this website.
The University of Saint Joseph is an Equal Opportunity/Affirmative Action
Employer.
