Administrative Assistant for the Nursing Department

Job Overview

Primary Responsibilities:

• Provides administrative support to the department head and faculty.
• Provide administrative oversight, coordination, and management of the nursing media lab.
• Assists the department head by coordinating, maintaining, and managing the nursing program student database from admission to graduation and licensure.
• Develop and maintain nursing program administrative databases as needed.
• Maintain all nursing databases with the material required for accreditation.
• Maintain the department budget with accurate record-keeping.
• Processes accounts payable/accounts receivable.
• Coordinate with clinical sites, providing student information as each agency requires for student clinical rotations and internship activities.
• Coordinates with the admissions department student recruitment activities and faculty visits.
• Aid in coordinating nursing program student activities and providing limited administrative support to the Student Nurse Association.
• Ensures all course syllabi, course reports, and materials are maintained electronically to facilitate accreditation reviews and faculty instruction.
• Prepares and disseminates curricular and procedural informational data for State Board of Nursing Reports, Reports to the American Association of Colleges of Nursing, and accrediting agencies.
• Coordinates with the registrar, IT, admissions, and any other department to collect, collate, and report data such as transcripts to the nursing program admissions committee.
• Provide clinical partners with required documentation such as Basic Life Support (BLS) certification, nursing student insurance, Health Insurance Portability, and Accountability Act (HIPAA) training, needlestick training/bloodborne pathogen training, background check information, and other requested/required information as needed for students to comply with clinical site and regulatory requirements.
• Serve as the liaison to Admissions, Registrar, Office of the VPAA, and other internal constituencies regarding student progression.
• Coordinate, communicate and oversee department orientation procedures for junior and senior nursing students.
• Plan, coordinate with, and arrange appropriate services and facilities for nursing department events.
• Provide administrative support to students using the nursing media lab.
• Update and maintain the UD Nursing website and social media accounts.
• Prepares the (once per semester) department newsletter coordinating the dissemination with University Relations and the Office of Alumni Affairs.
• Record minutes at Nursing Department meetings and maintain minutes electronically.
• Act as a receptionist, provide directions, and escort visitors as required.
• Pick up and distribute mail.
• Process and maintain faculty evaluation forms.
• Order supplies as needed.
• Perform other duties as assigned.
• Proctor tests, as needed by faculty.

Requirements:

• Excellent knowledge of MS Office.
• Exemplary planning and time management skills.
• Up-to-date with advancements in office technologies and applications.
• Ability to multitask and prioritize daily workload.
• High-level verbal and written communications skills.
• Discretion and confidentiality.
• Substantial organizational, budget, and data management skills.
• Ability to prioritize projects and multitask.
• Detail and deadline oriented.
• Proficiency in English.
• Good interpersonal skills.
• Self-directed.
• Ability to function as a team member.
• Flexibility with schedule as need arises.
• Ability to professionally represent the department and University on the phone and in person with internal and external personnel at all levels.
• Maintain an aptitude for learning new computer applications, including course management software, registration, and admission databases.
• Able to operate audiovisual equipment in the media lab.

Preferred Qualifications:

• Bachelor’s degree or equivalent work experience.

To apply with a growing faith based University for the Administrative Assistant position, please submit a cover letter, resume, three professional references, and UD employment application, located on our website, to HR@dbq.edu or to the Director of Human Resources, at the University of Dubuque, 2000 University Avenue, Dubuque, IA 52001.

Applications from qualified persons with diverse backgrounds and cultures, including women and persons of color, are welcomed.  AA/EEO