Administrative Assistant, Clara Ward School of Nursing

Position Summary

The Administrative Assistant will evidence and maintain a vibrant, growing faith in Jesus Christ. Provide support to the Dean, Clara Ward School of Nursing.

Reports to: Dean, Clara Ward School of Nursing

Education Required

Duties

• Serving as the windshield and contact person for the Dean.
• Assisting with general budget duties, including but not limited to: budget justifications, student fees, credit card reconciliation, etc.
• Preparing and submitting expense and departmental reports or documents, as requested.
• Consulting regarding office space and workflow.
• Completing and submitting purchase orders as appropriate.
• Effectively screening phone calls and forwarding to the person best suited to respond – inside or outside the SON.
• Creating, storing and managing all files and academic records for BSN student applicants and enrolled BSN students.
• Compiling data, reports and other documents to be used in the accreditation and program approval process for Tennessee Board of Nursing (TBON), AACN and CCNE.
• Taking, storing and distributing minutes for all SON and SON-related meetings.
• Attending meetings outside the SON as needed.
• Verifying and updating all faculty portfolios on a regular basis.
• Actively managing the research and purchase of office, lab and simulation equipment and supplies.
• Initiating and updating SON databases.
• Coordinating classroom schedules.
• Organizing admissions activities
  • Forwarding completed applicant files to the Dean for review
  • Maintaining all applicant files throughout the admissions process
  • Managing secure files of accepted applicants
• Sharing information related to events or communication within the College.
• Other duties as assigned.

• Provide support to the School of Nursing by:
  • Providing all students with information and assistance as needed.
  • Managing the mail system for the SON – gathering, delivering and forwarding.
  • Creating spreadsheets, flyers, correspondence, programs, PowerPoint presentations, etc.
  • Planning and coordinating special events – receptions, luncheons, conferences, ceremonies (catering, reservations, invitations, special equipment).
  • Ensuring complete confidentiality for students and faculty.
  • Supervising work study students as needed.
  • Proctoring exams as needed.
  • Proofreading correspondence or reports distributed from the department as needed.
  • Preparing and assembling materials for workshops and conferences.
  • Providing general clerical duties as needed. Note:  If dealing with conflicting requests, notify the Dean for prioritization.
  • Operating and troubleshooting problems with office equipment as appropriate.
  • Other duties as assigned.

Desired Qualities

• Delighted to serve and interact with the SON team and the Bryan College team.
• Delighted to serve and interact with all potential and enrolled nursing students.
• Proficient in essential components of Microsoft Office including Word, Outlook, PowerPoint and Excel.
• Proficient in using the internet for efficient and timely research and communication.
• Highly organized and detail-oriented.
• Excels in written professional communication.
• Working knowledge of database creation and management.
• Focused on customer service and satisfaction, especially for a large volume of student contact.
• Personable, multi-tasker, team player, professional attitude and comfortable in fast-paced, high pressure department.
• Maintains confidentiality.
• Event/project coordination experience helpful.
• Experience working in higher education helpful.

Other Information