Part-time Nursing Program Assistant

Job Description

Job Description

A Level 1 Fingerprint Clearance Card is required for employment at Gila Community College.

Essential Functions

• Ability to perform general physical activities that require considerable use of arms, hands, and fingers to manipulate office equipment and machines. Some whole-body movement such as lifting, balancing, walking, stooping, carrying objects, and handling materials.
• Ability to operate various office equipment including computers and other technological hardware in a safe and effective manner.
• Ability to provide effective assistance to College stakeholders in a variety of business environments requiring critical thinking, task management, and the use of inter-personal and communication skills in a professional manner.
• Additional position specific essential functions are listed below.

Level of Supervision or Independent Judgement

• Performs duties under direct supervision following procedures, instructions, directions, and training given.
• Some independent decision making is needed.

Duties and Responsibilities

Nursing Program Assistants are expected to perform any or all duties listed below in a safe, efficient, professional, and effective manner.

General Assistant Responsibilities:

• Respond to phones, emails, and in-person questions/requests from College stakeholders.
• Prepare a variety of communications, reports, files, and information/data media.
• Maintain files, records, and other data in an organized and efficient manner.
• Maintain confidentiality and security of information within the College.
• Organize, plan, and prioritize work and workflows both individually and for supervisors and co-workers as needed.
• Develop constructive and cooperative working relationships with supervisors, co-workers, and other College stakeholders and provide professional business operations assistance within assignment areas.
• Maintain business environment and situational awareness to understand and respond effectively by providing appropriate assistance to College stakeholders as needed.
• Assist College stakeholders with the follow-through and completion of business processes as needed.
• Understand and follow College policies and procedures; assist others in understanding and following College policies and procedures.
• Perform similar duties not specifically listed as directed.

Nursing Program Specific Responsibilities/Duties :

Job Summary: The Nursing Program Assistant provides office administration support to the nursing program, facilitating smooth operations and effective communication within the department. This role involves managing office tasks, assisting faculty and students, and maintaining accurate records.

Key Responsibilities:

Administrative Support:

• Assure that prospective nursing student candidates meet curriculum requirements to enter the nursing program.
• Perform general office duties such as answering phones, managing emails, and handling correspondence.
• Schedule and coordinate meetings, appointments, and events for nursing faculty and staff.
• Prepare and distribute meeting agendas, minutes, and other relevant documents.

Student Assistance:

• Assist nursing students with registration, course enrollment, and program-related inquiries.
• Maintain student records and files, ensuring confidentiality and accuracy.
• Coordinate student orientations, workshops, and other program activities.

Faculty Support:

• Provide administrative support to nursing faculty, including preparing documents, managing schedules, and assisting with course materials.
• Coordinate faculty meetings, including room reservations and material preparation.
• Assist in the preparation and distribution of faculty communications and announcements.

Records Management:

• Maintain and update program databases, including student and faculty information.
• Ensure accurate and timely entry of data into the school's information systems.
• Manage filing systems, both electronic and physical, to ensure easy retrieval of information.

Office Management:

• Monitor and order office supplies, ensuring the department is well-equipped.
• Maintain a clean, organized, and professional office environment.
• Coordinate maintenance and repairs of office equipment.

Communication:

• Serve as the primary point of contact for the nursing program, handling inquiries from students, faculty, and external parties.
• Prepare and distribute newsletters, flyers, and other program-related communications.
• Assist in the management of the program’s social media and online presence.

Budget and Finance:

• Assist with budget preparation and monitoring, including processing invoices and reimbursements.
• Maintain accurate financial records and assist with financial reporting as needed.

Special Projects:

• Assist with special projects and initiatives as directed by the program director or department head.
• Participate in program accreditation and review processes by providing necessary documentation and support.

Qualifications and Education Requirements

• High school diploma or equivalent required.

• Additional training or certification in office administration or related fields is a plus.

• Ability to pass a background screening process and/or obtain a Level 1 Fingerprint Clearance Card is necessary.
• Ability and flexibility to work occasional evenings or weekends as required by the nursing program schedule.
• Familiarity with professional business office practices/procedures and productivity enhancing technologies and office equipment.

PREFERRED SKILLS AND EXPERIENCE

• Associate’s degree or higher.
• Minimum one year of direct experience within an office environment providing a wide range of assistance to various stakeholders (customers, clients, co-workers, etc.) – preferably in an educational or healthcare setting.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• High level of accuracy and attention to detail.
• Knowledge of student information systems and office management software a plus.

Work EnvironmentDuties are performed in a typical office environment within generally climate-controlled structures. Exposure to moderate noise levels is anticipated. Exposure to moderate to heavy office traffic levels with possible frequent interruptions is anticipated. Substantial computer and/or electronic equipment use is expected. Operation of standard office equipment involves repetitive fine motor-skills and manual dexterity.