Executive Assistant I, Student Services, MS and MSN, HCI and AGCNS Programs

Duties

and Responsibilities :

Student Services :

• Assists with the development of new student onboarding communication processes.
• Coordinates incoming student webinars and orientation events.
• Maintains current student data, including enrollment and retention information for the Director of Student Services.
• Initiates appropriate email communication about School of Nursing and community events, scholarship opportunities and job openings.
• Coordinates student resource events including career fairs and professional development opportunities.
• Assists with annual academic catalog and coordinates student handbook updates.
• Assists with graduation celebrations.

Financial Aid :

• Maintain scholarship opportunities on the SON website.
• Prepare and process SON financial aid award letters.
• Assists the Director in resolving procedural problems regarding aid / billing.
• Monitors award history and fund balances.
• Coordinates scholarship committee meetings as needed.
• Create, process and monitor cost quotes for enrolled military students.

Administrative responsibilities to the HCI Program :

• Assists to prepare drafts and final edits of program and meeting minutes, correspondence, and reports.
• Assists in the development, implementation, and evaluation of the MS HCI and MSN NI programs.
• Pull reports on faculty evaluations from course evaluation software.
• Assists to maintain and update all records for national and state accreditation.
• Assists new faculty in completing requirements necessary to be an employee at USD, a clinical faculty in the clinical agencies (if applicable) and / or an academic faculty on campus (background checks, ID cards, reimbursement forms, book orders, copying, updating clinical faculty orientation binders.)
• Register students
• Assists with Clinical / Practicum Placements for HCI programs. Creating Student Orientation Records (SORs) and entering student clinical rotations in COMPLIO.
• Actively participates with the program teams regarding student, faculty curriculum and clinical issues.

Administrative responsibilities to the AGCNS Program :

• Assists to prepare drafts and final edits of program and meeting minutes, correspondence, and reports.
• Assists in the development, implementation, and evaluation of the AGCNS program.
• Pull reports on faculty evaluations from course evaluation software.
• Assists to maintain and update all records for national and state accreditation.
• Assists new faculty in completing requirements necessary to be an employee at USD, a clinical faculty in the clinical agencies (if applicable) and / or an academic faculty on campus (background checks, ID cards, reimbursement forms, book orders, copying, updating clinical faculty orientation binders.)
• Register students
• Assists with Clinical / Practicum Placements for AGCNS. Creating Student Orientation Records (SORs) and entering student clinical rotations in COMPLIO.
• Actively participates with the program teams regarding student, faculty curriculum and clinical issues.

Special Conditions of Employment :

Must be able to work flexible hours including weekends and evenings occasionally as needed.

Background check : Successful completion of a pre-employment background check.

Degree Verification Requirement : Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements :

Minimum Qualifications :

• High School diploma required
• 3 years of administrative experience required. Additional education beyond a high school diploma may substitute for up to two years of required experience, at the rate of one year of experience is equivalent to two years of education.

Preferred Qualifications :

• Bachelor’s degree preferred
• Previous experience in higher education and / or nursing education is preferred.

Performance Expectations - Knowledge, Skills and Abilities :

• Must have strong organization and time management skills with attention to detail and the ability to prioritize workload effectively.
• Excellent communication skills, both oral and written, in an effective, pleasant and articulate manner.
• Proven ability to work independently without supervision
• Proven ability to maintain strict confidentiality
• Demonstrated ability to work in a busy environment of regular interruptions, multiple projects with high customer service standards
• Mature, positive attitude and team player
• Display consistent, professional punctuality and attendance record
• Proven ability to follow through on projects and to work with minimal supervision
• Understanding and commitment to the mission and purpose of USD as a private, Catholic, liberal arts based University.
• Represent the school of nursing with professionalism, caring, honesty, integrity and sincerity.
• Extensive knowledge of university policies and procedures applicable to the graduate nursing programs.
• Familiarity with HCI and AGCNS program objectives, course sequencing and individual course clinical requirements.
• Provide outstanding customer service to internal and external constituents in the performance of all duties related to the HSON and USD
• Extensive skill with modern office practices and databases; working knowledge of computers and software. Ability to learn new programs as needed.
• Ability to anticipate and initiate projects, drafts, procedures, work independently, make decisions and collaborate with director, coordinators, students, and faculty to complete goals.
• Represents the University and the School of Nursing supporting its philosophy, mission and goals.
• Use independent judgment and negotiation skills when communicating with prospective, former and current students, clients, faculty, administrators, service suppliers, clinical agencies, and the community we serve.
• Possess flexibility, versatility, patience and tolerance in order to contribute to evolving work situations, student and faculty requests, and continual clinical agency changes.
• Ethical and legal practice, respectful of confidentiality of faculty and students, and maintains cultural responsiveness
• Facilitates staff and faculty with the increasing technological requirements evolving in academia.
• Maintains FERPA regulations regarding confidentiality and student records. Uses discretion and critical thinking skills to consult and act on student issues.

Certificates, Licenses, Registrations :

CPR certification is preferred