Nursing Administrative Assistant Job at The Sullivan University System
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Sullivan University is an organization that is truly committed to making a difference. We host a wide variety of career opportunities, offer a family-oriented culture, and invest in our employees.
Join us if you want:
- Internal Mobility
- The Opportunity to Make a Difference in the Lives of our Students
- Professional Training and Development
- Individual Coaching
- A Diverse and Positive Work Environment
- To Support Local Charities through the Sullivan Cares Program
What Can We Offer YOU?
- 90% Tuition Discount through the Master’s degree level for the employee and 40% dependent discount after 1 year of employment (dependent discount increases to 90% after 3 years)
- A Generous Benefits Package with Medical, Dental, Vision, Life, AD&D, Long-Term Care, Short Term Care, Auto, and Home Insurance.
- 401K
- Competitive Salary
- 11 Paid Holidays
- Paid Vacation and Sick Time
- Employee Referral Bonus
- Employee Discounts at Local Restaurants and Venues
- Comprehensive Wellness Program
We are currently looking for a full-time Nursing Administrative Assistant. The Administrative Assistant provides clerical support to the faculty and staff of the College of Nursing, and customer service support to students and visitors of the College.
Responsibilities of the position include:
- Types documents such as tests, syllabi, schedules for clinical assignments, quizzes, and all other correspondence as requested by the Nursing Department faculty and staff.
- Assists the Dean in preparing documents and reports including gathering data, typing reports, binding materials, etc.
- Assists with Kentucky Board of Nursing (KBN)/accreditation self-studies and annual reports.
- Maintains the Faculty Development Activity Tracking spreadsheet. Updates faculty professional development files with annual CEUs and annual licensure renewal verification.
- Creates Excel spreadsheet pertaining to student immunizations and informs students regarding immunization expiration.
- Tracks immunization expirations for Clinical Coordinator in order to ensure compliance with current KBN regulations.
- Assists students with questions and directs them appropriately when unable to address the request or question.
- Maintains all office equipment, scheduling maintenance as needed, and appropriate stock of office supplies.
- Archives and labels instructor/student paperwork for storage.
- Maintains various databases and records related to student grades, contact information, and immunizations in Campus Nexus.
- Maintains records for nursing students making sure all dated materials are kept up-do-date.
- Attends nursing faculty meetings, takes minutes, types, and distributes.
- Creates new student records and verify qualification accuracy (e.g., HS GPA, etc.).
- Schedules CPR certification sessions.
- Coordinates/assigns classroom/lab availability and scheduling, meeting with Dean and Director of Lab and Simulation as necessary.
- Enters quarterly syllabi and course materials into Microsoft Teams repository.
- Coordinates quarterly pinning ceremony, creates programs, schedule and prepares venue.
- Coordinates drug screening schedules.
- Coordinates student COVID-19 vaccine verification and tracks required weekly declination testing.
- Maintains and documents admissions criteria, pass rates, number of attempts entrance tested and scores, course sequencing (planner), program version on an excel spreadsheet.
- Compiles the certification list upon student graduation.
- Facilitates the collection, preparation, distribution and filing of clinical instructor/facility evaluations and student syllabi/class paperwork.
- Sets up NCLEX review with end of each quarter and schedules dates, times, and education through HESI.
- Orders, schedules, and helps proctor the HESI test for all nursing students as directed, checks HESI invoicing for accuracy and handles HESI quarterly student enrollment, tracks repeaters, troubleshoots faculty & student product issues.
- Maintains KBN faculty audit list.
- Works with Dean to complete quarterly payroll spreadsheet and assists dean in processing Personnel Status Reports (PSRs) and Pay Adjustment Forms (PAFs) as necessary.
- Processes student terminations (record in student records spreadsheet) and sends certified letters.
- Coordinates with faculty and schedule make-up exams (rooms-availability-times).
- Monitors and maintains quarterly Clinical and lab grids.
- Assists in handling messages and phone calls for the College of Nursing.
- Performs other duties as assigned.
Requirements of the position include:
- Minimum of a High School Diploma or equivalent.
- Two years related work experience.
- An equivalent combination of education and work experience may be considered.
- Excellent writing, oral communication, multi-tasking, organization and interpersonal skills.
- Proficient computer skills with specific emphasis on Microsoft Office programs and Student Information System.
- Ability to coordinate multiple work assignments simultaneously and efficiently while meeting required deadlines.
- Must be able to sit and/or stand for extended periods of time.
- Must be able to hear and speak well enough to communicate with students, faculty, and staff face to face and via the telephone.
This job description lists the major responsibilities of the job title listed. By no means is the job limited only to the responsibilities listed. Cooperation between employees is expected during periods of heavier than normal workloads and revisions to these duties on either a temporary or permanent basis is possible.
The Sullivan University System is an Equal Opportunity Employer.
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