Administrative Assistant

Administrative Assistant for Nursing and Education Divisions*Siena Heights UniversityAdrian, MI*ON SITE*Pay Rate : $17 / hr40 hours / week*SUMMARY : *This position will be shared between two divisions at the university.

Responsible to provide the primary administrative support to the Division of Nursing and the Division of Education. Maintains data systems and provides office support under the direction of the Director of both areas.

This person assists with clerical needs and customer reception within the Division of Nursing and Division of Education offices and provides national accreditation support, Michigan department of education support and general office support.

RESPONSIBILITIES : Nursing Division : * Coordinate with the Director of Nursing to promote the overall effectiveness of the Nursing Division.

An awareness is critical to monitor recurring scheduled projects with responsiveness to complete these projects within established deadlines.

These projects include but are not limited to data entry for a variety of systems. Maintain student academic records according to the guidelines established by the division and the college.

Utilize and monitor required Clinical Systems (CastleBranch, ACEMAPP, etc.) for student clinical placements. Maintain faculty and student health and professional requirements within various database systems.

Submit appropriate database requirements to outside agencies in conjunction with the DON and faculty multiple times across an academic year.

Coordinate division materials at the request of the DON and faculty. Meeting agendas, minutes, and electronic file maintenance are examples of these materials.

Provide general office support for the Nursing Division personnel including a variety of activities in the Nursing Office area (answering phone, greeting visitors, performing meeting notification, room reservations, etc.

Triage phone calls to the division and schedule appointments for the faculty according to the guidelines established by the division.

All other duties assigned by the Director of Nursing.*Education Division : *Maintains data collection. Assists with organizational management by gathering data, completing data analysis, and collaborating in the development of written reports, graphs, for the purpose of HLC, Michigan Department of Education, and National Accreditation (CAEP) needs.

Collects forms for overload and adjunct contracts.Records and maintains Division of Education clinical field paperwork which includes application forms, hours logs, data and signature pages, placement supervision, etc.

Maintains complete lists of students by program and needed documentation for certification pathways, MDE and CAEP. Maintain records and track needs for courses each semester.

Special projects support, which may include but are not limited to commencement / graduation activities, Honors Convocation ceremony, information sessions, program and class scheduling.

Participates in University committees as assigned and supports planning of the annual Division of Education banquet and other events.

Supervises department work-study students. Helps maintains MySiena pages for Division of Education programs.Provides the primary administrative support of the Division of Education.

Ensures effective operation of division office by responding to requests for information from prospective and current student as well as faculty and staff.

Acts as liaison with appropriate main campus office. Send routine correspondence to students. Coordinate book orders as needs, interfaces with bookstore and faculty, and orders faculty desk copies as needed.

Process and maintain files of requisitions and other orders.Performs basic clerical duties such as answering multiple phone lines, typing correspondence, and greeting of students.

Fields phone calls for initial information on education programs and keeps records of inquiries.Competency, with high rate of accuracy and efficiency, in computerized word-processing and data management;

experience in spreadsheet and database programs (Microsoft Word, Excel, Access). Familiarity with on-line learning management systems, preferably Canvas.

Ability to use and maintain variety of office machines, including computer, printer, fax, and copier; proficiency and accuracy in Internet usage.

Excellent oral and written communication, interpersonal skills, and phone presence. Must be able to maintain confidentiality and respond to others with patience and tact.

Must be punctual, dependable, and able to work autonomously. Ability to react hospitably to others; friendly approach to all faculty, staff and students.

Must be able to cope with changing work priorities and pressures of deadlines. All other duties assigned by the Assistant Dean.

• REQUIREMENTS : Secretarial competency usually obtained from certificate in secretarial office management or related field or an associate degree.
• Minimum three five years related word experience in a multi-function office, ideally in a higher education setting.* Associates degree in a related field.
• Competency in skills related to office management. - demonstrate excellent skills using office suite software, voicemail, and email.

Exceptional oral, written, and interpersonal communication skills. Ability to maintain a very high degree of confidentiality.

Requires ability to oversee a variety of responsibilities, often adjusting priorities. Interpersonal relationship skills to establish effective working relationships.

Ability to use and maintain a variety of office machines, including computer, printer / copier. Proficiency in Internet usage. #HEJ