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STU College of Law Announces Benjamin L. Crump Center for Social Justice

Administrative Assistant – Nursing

POSITION SUMMARY:

Provide office and administrative support services to Nursing.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

  • Serving as the first point of contact in the CNO office to interact with and direct inquiries from faculty, students, alumni, and health professionals in person, by phone and via email.
  • Preparing, coordinating, and proofreading confidential correspondence and other documents for the CNO.
  • Maintain School recordkeeping and filing system by classifying, sorting and filing correspondence, articles, reports and other documents.
  • Maintaining and updating school lists, faculty & staff lists and directories on a regular basis to ensure accurate information.
  • Handling the mail, overseeing office equipment, and maintaining the supplies inventory for Nursing.
  • Process documents for travel details, expenses, and lodging for Dean and faculty members.
  • Assist in preparation of academic schedules.
  • Assist in contacting prospective adjunct instructors; advise prospective employees on required new hire documentation in coordination with Offices of Academic Affairs and Human Resources.
  • Prepare adjunct and teaching overload payment requests and adjunct faculty contracts.
  • Assist with organizing and planning special events and activities.
  • Schedule appointments and maintain calendar of events for the Chief Nursing Officer.
  • On an occasional basis, assist in proctoring examinations.
  • Perform routine administrative tasks utilizing knowledge of School and university policies and procedures.
  • Create signs designating classroom locations.
  • Create labels for mailings.
  • Prepare correspondence, letters, and memos.
  • Copy and collate materials.
  • Open, sort and distribute Nursing mail.
  • Set up meetings and reserve meeting rooms.
  • Take and prepare minutes for School, departmental, faculty and staff meetings.
  • Provide assistance for workshops, seminars, and conferences as needed.
  • Train and supervise assigned work-study students and Graduate Assistants in office operations.
  • Process “Student Evaluation of Faculty” at end of every semester (Spring, Summer, and Fall), and provide parties involved with respective copies on a timely basis.
  • Assist CNO in processing of “CNO Evaluation of Faculty” reports for the Provost.
  • Tracking annual faculty self-evaluations.
  • Assisting with the planning and organization of meetings, special events and faculty/staff gatherings including creating flyers/invitations, RSVPs, ordering food, scheduling rooms, etc.
  • Serve on university committees as requested.
  • Comply with departmental, School, university, state, and federal safety rules and regulations.
  • Welcome and assist incoming visitors; screen and announce when appropriate.
  • Receive and route incoming calls in an efficient and courteous manner; take accurate messages as necessary.
  • Respond to inquiries from faculty, staff, students, and others concerning office/program activities.
  • Perform other duties as assigned by immediate supervisor.

ADDITIONAL DUTIES:

  • Process requisitions, purchase orders, p-card transactions, check disbursements, and maintenance work orders for physics, biochemistry, chemistry, computer, and biology laboratories as well as for the School and departments.
  • Process requisitions, purchase orders, p-card transactions, and check disbursements and budget related matters for equipment purchased through external grants (there are usually several ongoing separate budgets for this). Notify Financial Affairs personnel upon receipt of high-ticket items for immediate tagging, logging, and tracking in Financial Affairs system.  Collaboration with Grant Principal Investigator and PI’s Assistant in grant-related matters.
  • Maintain School web pages.
  • Computer support to School faculty on non-OIT related matters.
  • Assist in troubleshooting audio-visual issues for instructors with podium problems.
  • Maintain proficiency in advisement procedures and requirements for majors within the School.
  • Knowledge of requisites for GPA’s, SAT’s, and ACT scores for proper student advisement.
  • Help prepare and maintain School advising guides for students and faculty.
  • Maintain general knowledge of advisement procedures and requirements for other majors within the university.
  • Conduct preliminary student advisement.
  • Maintain student academic files for the department.

School coordinator for:

  • Advisement Week (Fall and Spring)
  • Faculty Search Committees, as applicable
  • Visiting other sites, secondary schools, and universities
  • Specialty training for faculty, e.g., mass spectrometer training

POSITION QUALIFICATIONS/SPECIFICATIONS:

  • High School Diploma/GED required, preferably with substantial work toward a bachelor’s degree. Minimum of three years’ previous secretarial experience demonstrating a thorough knowledge and proven proficiency with office practices and procedures, or an equivalent combination of training and experience required.
  • Excellent interpersonal and customer service skills with the ability to communicate effectively with a diverse population are essential.
  • Computer skills in MS Word, Excel, and email are required as well as any others needed by the Dean/Vice President of Research.
  • Knowledge of telephone etiquette.
  • Ability to monitor work of and to train assigned work-study students and Graduate Assistants.
  • Proficiency in English spelling, grammar, punctuation, and syntax in written and oral communications, as well as punctuation and formats for correspondence, memos, etc.
  • Second language welcome but not required.
  • Excellent proofreading skills and effective written and verbal communication skills are necessary. Professional appearance and demeanor including experience in meeting the public and dealing with people using tact, poise, patience, and courtesy.
  • Ability to concentrate on detailed projects during numerous interruptions by telephone callers or from walk-in inquirers.
  • Must be a self-starter able to work under pressure, coordinate daily operations, and meet established deadlines.
  • Ability to work regularly with information requiring discretion and integrity and to maintain confidentiality of all faculty and student records.
  • Ability to meet physical requirements within the normal bounds of an office environment, but may include occasional lifting, carrying, pushing/pulling 20-50 pounds.

APPLICATION PROCESS:  Review of completed applications will begin immediately.  Send cover letter, résumé, and contact information for three (3) professional references to:

E-mail: DTeran@stu.edu

MS Word or PDF attachments only. 

St. Thomas University is an E-Verify® Equal Opportunity Employer.

All employees are required to pass a criminal background screening and official degree transcripts will be required upon hire.

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