Department Assistant II for Nurse Anesthesia Program.

Job Description

The Department Assistant II supports an academic unit requiring a higher level of support than a typical academic unit. This support is vital for units requiring specialty accreditation, operating clinic / centers, and requiring ongoing organization and documentation of complex daily functions.

• Specific responsibilities include, but are not limited to : complex administrative tasks related to accreditation reports, clinical contracts, and operational documents for academic and clinical programs;
• maintaining up-to-date faculty and students records; preparation and initiation of various forms of correspondence with stakeholders;

assist with departmental projects; handle prospective student inquiries; assist with planning, logistics, and execution of various academic events and meetings.

Additionally, individuals serving as Department Assistant II must possess superb communication, interpersonal, and customer service skills;

knowledge of budgetary functions; and comfort with utilizing a variety of software applications. This is a demanding position that requires quick processing of sensitive and confidential matters using diplomacy, discretion, and sound judgment.

• Greets visitors, answers, and routes incoming calls
• Handles routine correspondence for the department leadership
• Purchase and maintenance of office supplies needed in departments
• Coordinates hiring and supervision of work study students.
• Actively participates in monthly staff meetings with departmental admins.
• Assists faculty with travel arrangements
• Compiles and distributes faculty meeting agendas
• Coordinates the compilation and retention of minutes from departmental committees.
• Assists with departmental updates to the university bulletin and websites.
• Makes approved purchases including ProCard purchases and purchase requisition / invoices; all purchases in the form of requisitions or procurement card purchases and reimbursements are made in adherence to TU budget-related procedures.
• Maintains syllabi and supplemental syllabi files for all courses taught within departments served.
• Assists with administrative tasks related to accreditation reports / files for supported academic programs, including running informer reports as needed.
• Coordinates planning and preparation for departmental events
• Evaluates and maintains faculty and student documentation of credentialling files, health and safety records, including immunizations, CPR, TB screening and drug screening, confidential background searches and reports
• Prepares departmental / program admission, deferral, and / or denial letters.
• Prepares clinical agency contracts and affiliation agreements and maintains record of current facility / agency affiliations.
• Maintains confidentiality and discretion regarding college data, files, and personnel information.
• Performs other duties as assigned / needed.

Work requires working with highly sensitive or confidential information and occasional event assistance outside of normal working hours / days may occur.

The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed.

They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day.

Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.

Required Qualifications

• Associate’s Degree or 2 years College equivalent
• Must have 3 years of progressive administrative office experience or equivalent.
• Supervisory and Customer Service Experience.
• Previous work experience at The University of Tulsa or other academic institutions preferred.
• An individual in this position demonstrates attention to detail and accuracy, self-motivation, and strong team orientation.
• Knowledge of organizational structure of the university and its role in the larger community
• Excellent interpersonal, managerial, written, and oral communication skills and the ability to effectively prioritize and coordinate the work of the activities of the departments served.
• Proficiency utilizing a personal computer; proficiency in Microsoft Word, Excel, and Power Point and willing to learn new software applications.
• Demonstrated effectiveness working with a variety of administrative levels and diverse groups of people
• Demonstrated ability to analyze and interpret data.
• Ability to maintain confidential standards of the department / university with a high degree of deadline orientation and self-motivation
• Ability to handle multiple priorities while maintaining a high level of customer service
• Ability to use sound business judgment in the execution of job duties
• Must be able to handle stress and work well under pressure.

Preferred Qualifications Previous work experience at The University of Tulsa or other academic institutions preferred. Physical Demands Minimal physical demands.