The Administrative Assistant provides high-level support to the Associate Dean of Nursing, Dean of Nursing, other nursing department staff, and Nursing Faculty members. Interacts and coordinates with other administrative support team members in fulfilling department projects and support responsibilities.
Primary Duties and Responsibilities:
Coordinates, performs, populates and stores various SON administrative materials for program accreditation.
Implements, evaluates, tracks, and updates post-graduate employment survey materials and data.
Conducts SON instructor, course, and other faculty (non-adjunct) evaluations each semester utilizing software applications as well as programming and oversight of evaluations system (currently CoursEval).
Manages Clinical Instructor Evaluations (students reviewing faculty, currently CoursEval) and Clinical Evaluation Instrument (Preceptors evaluating students place at their site, currently Survey Monkey) and produce and distribute reports from resulting data
Coordinates and stores Clinical Evaluation Instrument (students’ performance in clinical courses) and signature pages.
Coordinates with Institutional Research department to administer (Noel Levitz) Student Satisfaction Survey on Portland campus and any additional surveys needed.
Assists Dean and faculty in developing, implementing, and aggregating additional evaluations, as needed (e.g. Faculty and Staff Satisfaction survey, Nurse Work and Life Balance survey, post-event surveys, etc.)
Records and distributes minutes of assigned meetings and other data, as well as participates in committee and department meetings as directed.
Monitors FERPA emails, review and release student evaluations, respond as needed.
Assists Associate Dean with assembling and editing faculty manual.
Serves as a member on SON Evaluation Committee
Assists Associate Dean with administrative tasks needed by SON Search Committee.
Gathers Incident Report Data and distributes reports from said data.
Assists the Dean in the creation and distribution of the Portland Campus Climate Survey – including survey compilation, distribution and initial data analysis.
Assists Associate Dean with managing pre-NCLEX testing (currently Kaplan Testing) database, facilitate schedules and completion, including arranging proctoring or special test requirements including providing reports as needed to IEL Coordinators.
Serves as a back-up to the Administrative Assistant to the Dean and Clinical Facilities Coordinator as needed.
Make travel arrangements and hotel accommodations for the Associate Dean and search committee as needed for applicants, guests, students, or faculty.
Associate Dean and Administrative Department Financial Services
Enters bank online account codes for Associate Dean and Administrative Assistant credit card expenditures, reconciles expenditures, creates reports, and oversees appropriate authorizations.
Facilitates verification and payment of invoices for products and under position purview
Includes those under the CFC (currently Complio and ACEMAPP)
Event Development and Facilitation for SON events throughout the year (including Dean and Directors Council, Faculty Retreat, Pinning Ceremonies, Adjunct Faculty Workshop, DEU Classes (Assist), Farewell Parties, Staff and DAISY Awards, and other events as assigned).
Oversees and directs logistics of event planning, implementation, and follow-up. This includes all aspects of event coordination: catering, invitations and marketing materials, guest list production, communications, tracking RSVP’s, vendor contracts and relations, event set-up and breakdown, pre and post-communication, coordination with other event leaders, event de-brief, and wrap-up reports and/or surveys.
Provides administrative support to for university-wide special events as needed.
Creates certificates and letters for Senior Awards in conjunction with Graduation and Pinning ceremonies.
Collaborate with Student Life department and Assistant Director of Nursing Recruitment and Community Outreach to plan and publicize events.
Maintains inventory, ordering, contract negotiation, and distribution of testing resource (currently Kaplan Remediation and book).
Provide information to SON and other Linfield University colleagues, students and visitors as requested.
Monitors NAA email portal.
Proctor tests for students on an ad hoc basis.
Along with other administrative personnel, supports the RN to BSN Program as needed.
Serves as back-up support for Portland Campus Operations department as needed.
May assign and oversee work of SON work-study student relating to areas of responsibility.
Other projects as assigned.
Bachelor degree + 1 year of clerical or administrative assistant experience (preferably in higher education), demonstrating:
Flexible and able to prioritize work assignments, meet deadlines and ability to work in a cooperative, team environment.
Excellent written and verbal communication skills.
Professionalism, discretion and ability to maintain confidentiality of sensitive information.
Intermediate level computer skills using Microsoft Office products (including Word, Excel, PowerPoint, Outlook) and ability to learn and integrate new software and applications.
Well-developed interpersonal skills and ability to communicate with all levels of faculty, staff, students, parents, and the community at-large.
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VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.