Administrative Assistant - Schools of Health Sciences amp Nursing

Profile

Work type:
Full Time Hourly
Location:
Richmond, IN
Categories:
Office/Clerical
General Description of Position:
Provide excellent service through courteous, informed, accessible and professional engagement by supporting the College’s academic team, students, faculty and staff. Position provides direct administrative, clerical and technical support to the Deans, Program Chairs, and Faculty.
Major Responsibilities:
Responsibilities and Duties for Schools of Health Sciences and Nursing
Provides front desk coverage/phone line coverage for Schools of Health Sciences and Nursing
Maintain student records in compliance with campus and school policies and accreditation standards.
Monitors students for compliance with criminal background check and drug screening
Review document manager database and notify students and faculty of missing records or upcoming immunization renewals.
Monitor Indiana State License Registry for licensing verification. Analyze and follow up on missing results.
Sends correspondence to admitted students regarding registration, orientation, and health record requirements at direction of dean, chair, faculty, advisors.
Maintains faculty tutoring and RN tutor schedules and posts in IvyLearn org and on campus bulletin boards.
Provide student communication regarding success program-specific and campus-wide events.
Maintains student organization pages in IvyLearn, including orientation quizzes, resources materials, and announcements in collaboration with Dean of and faculty.
Assists dean in preparing students for NCLEX application, background check, and testing.
Prepare certificates of completion for dean signature and mailing to state board of nursing.
Assist with survey compliance

Review and update nursing survey distribution lists
Assist with nursing survey completion
Manage alumni contact lists (to support graduate surveys)
Enter NCLEX results in SOATEST
Perform a wide variety of administrative tasks, including managing deadline-oriented communications, data entry and the drafting and editing of reports, and other materials.
Maintain effective office procedures and efficient work flows; implement policies and procedures set by Ivy Tech;
Work independently on complex work assignments, review progress and evaluate results and update management as appropriate; establish a shared vision and take responsibility for team goals, present ideas, concepts and instructions in a clear manner.
Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements, ensuring compliance with all applicable policies
Collaborate and manage department and program purchase requests, allocations, and manage requisitions, purchase orders and payments. Troubleshoot issues, when applicable.
Maintain appropriate inventory of necessary digital forms, ensuring professional appearance of outgoing documents.
Assists with records on office supplies and lab equipment. Maintain, operate, and troubleshoot office equipment.
Demonstrate strong commitment to student development and success through advocacy, positive attitude, adaptability, approachability, problem solving, and support.
Support diversity throughout the College by demonstrating a strong commitment to inclusionary practices in which all people are valued, supported, and respected.
External and internal relationships
Develop and maintain positive, professional, liaison relationships with various internal and external customers including colleagues, students, community partners and the general public.
Manage the logistics of inviting, implementing, and providing follow-up communication for the Healthcare Specialist and Medical Assisting Advisory Committee meetings twice per year
Assist dean, faculty, chairs, advisor with room reservation requests, work orders, help desk tickets, purchase orders, reimbursement requests, and other standard processes.
Schedules student and visitor appointments with faculty and dean of nursing as needed.
Adjunct Faculty Contracts
Manage the adjunct faculty and overload contract process by creating course reports, maintaining Adjunct and Faculty Database, prepare sample contracts for consistency, and maintain training documents for the adjunct faculty contract processing.
Collaborate with Human Resources to verify accuracy of annual pay increases and ensure compliance with policies and standards for auditing purposes.
Prepare adjunct faculty and full-time faculty overload pay sheets and prepare contracts, distribute and track for the Schools of Health Sciences and Nursing
Perform other duties as assigned.
Minimum Qualifications:
Associates degree required
Two (2) years of administrative support experience and two (2) years of experience in applicable student support role.
Preferred Qualifications:
Other Requirements:
Good keyboarding and computer skills
Systems & Software - proficient level of knowledge of Microsoft Office and working knowledge of Ivy Tech systems such as IvyAnalytics, Banner, Ivy Market or relevant position software programs.
Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
Analytical Aptitude & Problem Solving - able to analyze information, problems, situations, practices and/or procedures, collect and interpret data, reason logically, establish facts, identify and define existing and potential issues, recognize the interrelationships among elements, draw valid conclusions, develop recommendations, as well as alternative courses of action, select appropriate course, follow up, and evaluate.
Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
Multi-task and Organization - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.
Team Orientation & Interpersonal – highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
Work Hours:
Hiring Range:
Team Ivy Referral:
Special Instructions to Applicants:
Advertised:
31 May 2023
US Eastern Daylight Time
Applications close:

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