Administrative Assistant III - Nursing Dept

Administrative Assistant III

The School of Nursing Sciences is comprised of 4 distinct programs, Nurse Aide Certification, Practical Nursing, and Associate of Applied Science in Nursing. This position will provide office support for the Nursing department chair, faculty, instructors, and students at the designated campus.

The Administrative Assistant III provides comprehensive administrative and organizational support to the for the school and Chairs of the School of Nursing Sciences (SONS), to facilitate the efficient operation of the programs offered. This role involves handling a wide range of administrative tasks, providing administrative and budget support, assisting with meeting and event coordination, supervising and providing leadership for student employees, and assisting with various academic and administrative and technical responsibilities.

DUTIES:

Administrative Support to School and Programs

Provide administrative support to the SONS by assisting faculty, Part-time Instructors, staff and students. Types of duties include, but aren't limited to:

• Serve as the first point of contact for the office, including but not limited to:
• Answering phone calls, responding to emails and forward messages as appropriate. Manage inquires and emergencies, resolving issues and/or escalating issues to the Academic Dean as needed.
• Documenting, updating and maintaining office processes and communication. Submit work orders. Maintain department contact lists and bulletin boards.
• Providing customer service and administrative support to students, Chair, Leads, faculty, staff and other customers.
• Communicating administrative information from department Chair to Academic Dean's office, Vice president's office, faculty, deans, part time instructors and other campus employees.
• Collect and file syllabi.
• Ensure students are notified when classes and/or courses are canceled.
• Manage signature folders as needed.
• Distribute mail.
• Help on-board faculty and instructors, types of tasks include but not limited to:
• Assist Chairs/Leads with completing Account Access Request, MyCourses access and Banner access forms. Help ensure computer technology, copy codes, equipment requests are processed, as needed.
• Order name tags, business cards, keys and access badges.
• Collaborate with other SONS Administrative Assistants to create, update and maintain team site(s) forms, including:
• Compose, format and maintain various types of departmental reports, correspondence and forms.
• Create and update office procedures, training material
• Maintain curriculum data files, faculty credentials & program specific certifications and program reviews/renewals.
• Support department with room reservations in Ad Astra.
• Work with Faculty, Leads and Chair, in collaboration with the Dean's/SONS Admin to update course schedules and process FLAC as needed. This includes:
• Work with Leads and Chairs regarding Schedule distribution, completion and department training
• Help complete FLAC related forms as needed.
• Ensure FLAC is processed timely.
• Oversee and facilitate the admissions process for the designated School of Nursing Sciences programs.
• Disseminate nursing department admission requirements and procedures.
• Verify that students have documentation turned in to meet legal requirements for clinical facilities.
• Initiate faculty background checks and records to meet legal requirements for clinical facilities.

Supervise student staff

• Provide organizational and functional leadership related to student staff management including updating training materials and manuals, providing resource information & communication, and maintaining relevant information related to SONS programs.
• Coach student staff as/when needed in customer service and technical skills.
• Actively encourage and provide opportunities for student staff to learn new skills, improve existing skills, and strive for excellence in customer service and office technology/support.
• Coordinate with the Dean/SONS Administrative assistant the student staff schedule for coverage as needed.
• Ensure all time sheets are approved and processed in a timely manner. Serve as a proxy for time sheet approval as needed for other staff in the SONS.

Budget/Purchasing Support

• Provide any updates to budgets, communicate with Chairs and Leads as needed.
• Ensure compliance with FRCC and State budget guidelines and recommend adjustments.
• Participate in compiling data for annual budget based on course sections, faculty load forms, etc.
• Help Academic Dean/SONS administrative assistant with Perkins purchases, as needed.
• Process invoices for payment and follow up as needed.

Meetings and Events

Provide administrative support to SONS by assisting Chair, Leads, Faculty with managing schedules, meetings and events. Types of tasks include, but aren't limited to are:

• Help schedule meetings for Chairs and Advisory Boards.
• Help coordinate department meetings, types of duties may include:
• Reserving rooms, placing invites on calendars.
• Create and copy Agendas, other material for the meetings.
• Ensure Advisory Boards have meeting invites and meeting notes
• Attend meetings to take and disburse minutes.
• Collaborate with staff to organize and manage events, types of duties may include.
• Secure space, identifying vendors, managing budget.
• Process all necessary paperwork, including Official Function Forms, Contracts, Invoices.
• Set up meeting space and help check in attendants.
• Create and disburse event material.
• Collaborate and help organize campus and college events as needed.