Administrative Assistant to the Dean

Job Summary

This 12-month position as Administrative Assistant is responsible for the functions that serve the Dean of the College of Nursing and Health Sciences and assist Associate Deans as needed.

Serving in this role requires the Administrative Assistant to the Dean to understand all administrative aspects of the College of Nursing and Health Sciences and be comfortable in working with the communities of interest in promoting the College of Nursing and Health Sciences.

About Union University Union University is a private, coeducational liberal arts-based university offering bachelor’s, master’s, and doctoral degrees.

The campus is located in Jackson, Tenn., with additional campuses in Germantown, Hendersonville, and Memphis, Tenn., and enrolls about 2, students.

Union University stands as a national leader among colleges and universities in promoting a Christian worldview and a Christ-centered approach to education.

Union is consistently ranked among the nation’s premier Christian universities and has been recognized as a top-tier institution each year since by U.

S. News & World Report, which also recognized Union at a national level for undergraduate teaching excellence. Essential Job Duties

• Work with the Dean in prioritizing and planning for a productive, efficient office setting. Provide administrative support, including word processing, copying, faxing, scanning, filing, and phone duties.
• Maintain the day-to-day schedule for the Dean. Schedule meetings and appointments as needed. Compile necessary meeting folders and information.

Coordinate arrangements for meeting locations, refreshments, agendas, and reminders. Record minutes for meetings chaired by the Dean.

Process departmental mail : deliver all outgoing correspondence to campus mailroom or destination, retrieve all incoming mail from the campus mailroom and sort for inner department mail slots, and open any non-personal mail addressed to the Dean.

Organize items requiring action by the dean.

Serve as receptionist for the College of Nursing, greeting visitors, providing information, and directing them to other personnel as needed.

Maintain a welcoming atmosphere in the reception area. Serve as a solution-oriented resource for the college to faculty, staff, students, and the community of interest.

• Handle the coordination of clinical affiliation agreements between the College of Nursing and Health Sciences and facility / clinical sites including oral and written communication with site representatives, processing of required documents, maintaining contracts from year to year, and electronic filing of documents.
• Maintain personnel files for clinical adjuncts, obtaining necessary paperwork for the Office of Human Resource files as well as the College of Nursing files for accreditation purposes.
• Ensure each adjunct has an updated University contract each academic year, issued from the Office of the Provost, and a signed MOA for each course taught.
• Create and submit monthly Assignment Contracts payroll reports to the Office of Human Resources for processing and payment.
• Prepare and maintain departmental files, including those that are confidential. Responsible for keeping electronic files current and in order.
• Maintain the collection of all syllabi taught under the College of Nursing.
• Assist the dean in monitoring the budget and creating or acquiring budget reports.
• Prepare and maintain quarterly / annual / reports and data as required by the dean. Assist dean and associate deans in the collection of data and preparation of reports.
• Assist in monitoring web content to ensure is it accurate and up to date.
• Prepare correspondence for mailing to applicants, students, faculty, administrators, clinical agencies, the Tennessee Board of Nursing, the Commission on Collegiate Nursing Education, community, councils, and others.
• Maintain up-to-date personnel files on all faculty and staff, including license renewals, certifications, and evaluations.

Also, maintain these records electronically on an excel spreadsheet.

• Purchase office supplies for the Jackson campus. Stock faculty lounge areas with supplies as needed.
• Submit work orders electronically to Facilities Management for building maintenance and repairs as needed.
• Serve the Dean and guests visiting the College of Nursing, as needed, by making travel and hotel reservations, scheduling appointments, arranging special meetings, keeping a calendar of activities, and processing reimbursements.

Maintain organization of Dean’s conference room.

• Assist the Dean with the processing of invoices and expenses, maintaining copies for College of Nursing budget files, and forwarding originals to Accounts Payable promptly.
• Schedule reservations for the Dean’s Conference Room through the ServiceU software system.
• Be aware of departmental events and send them out for publicity as needed (flyers, e-enouncements, Facebook, Cardinal and Cream, etc.).
• Assist associate deans as needed, including onboarding of new employees by ordering keys, business cards, office signs, and technology.
• Assist with special projects in each CONHS department as needed.
• Be available to help with graduation.
• Assist in social media (Facebook, Instagram, etc.) recruitment postings and creation of graphics.
• Assist coordinators and admissions specialists when needed by entering information in Colleague, working in Slate, etc.
• Perform other duties as assigned by the Dean or senior administration of the University.

Other Job Duties Required Qualifications Graduation from high school with demonstrated clerical, and administrative experience, or an equivalent combination of education and experience.

• The successful candidate for this position must be highly organized and efficient with excellent interpersonal and analytical skills;
• skilled in the use of Word, Excel, PowerPoint, and other Microsoft Office technology; able to handle multiple projects in a dynamic college environment;

and have the ability to perform tasks and complete projects with minimum supervision. Preferred Qualifications Graduation from an accredited college or university with an undergraduate degree is preferred.

Preference will also be given to applicants with administrative assistant experience. Christian Requirement Successful candidates must be professing Christians who are active members of a local church, enthusiastically support Union University’s Identity, Mission, and Core Values, and articulate a Christian worldview in their work and life.