Administrative Assistant - Leighton School of Nursing

Undergraduate Administrative Assistant

As part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University's Leighton School of Nursing (LSON) is seeking an undergraduate administrative assistant to promote our Catholic Franciscan mission and identity by providing essential support to the undergraduate faculty and dean. This is accomplished by assisting with general tasks, helping students, supporting faculty and staff, managing the LSON calendar, and maintaining up-to-date student documentation records. This role is vital in ensuring smooth operations within the school, enhancing the academic experience for students, and facilitating efficient communication and coordination among all members of the LSON community.

Essential Duties and Responsibilities:

• Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
• Greet guests and students as they arrive
• Prepare and help maintain student files
• Respond to emails sent to the general LSON email requests for appeals, general inquiries, contact information
• Prepare Certificates of Completion and submit to the Indiana State Board of Nursing
• Prepare and send out admission, progression, and graduate response letter to students
• Track NCLEX student's pending/passing status
• Manage requests and distributes office supplies on bi-monthly basis
• Proctor Kaplan tests for make-up exams, as needed
• Coordinate LSON tours with admission office and faculty
• Support Academic Advisors, as needed
• Manage LSON calendar scheduling large and small conference room requests
• Assist with LSON monthly newsletter
• Assist with preparing rooms for meetings
• Maintain kitchen area
• Pick up and distribute mail
• Submit Requests for Payment (RPFs) for undergraduate faculty for mileage and other expenses
• Other duties as assigned

Required Qualifications:

• College degree is preferred. Will consider high school graduate with some college experience.
• Experience supporting executive-level staff with three to five recent years of experience.
• Exceptional writing, typing and proofreading skills.
• Proficient with Microsoft Office suite of products including but not limited to Outlook, Word, Excel, and Power Point.
• Willingness to learn and become proficient in commonly used office and institutional productively software, student/faculty learning platforms and technology such as Zoom, WebEx, etc.
• Problem solving skills and effective follow through of all delegated tasks.
• Excellent organizational skills and attention to detail.
• Effectively prioritize and execute tasks in a high-pressure environment.
• Able to work both independently and in a team environment.
• Exhibit professionalism and high ethical standards for maintaining confidential information.
• Ability to effectively and appropriately interact with members of the university and business community.

Review of applications will begin immediately and continue until the position is filled.

For Consideration All Applications Require:

1. Cover Letter
2. Current resume or CV
3. Contact information of three professional references. The reference contact information must be entered after the application is submitted in the "My Presence" section of the applicant profile.
4. Responses to the supplementary mission & identity questions.

Please Review Marian University's Mission & Identity Statement before responding to the supplementary questions on your application:

Essential Functions: Work hours necessary to perform job requirements satisfactorily on a regular basis. Manage absence from work in responsible manner to ensure service to clients, work teams, and coworkers. Comply with Marian University policies and practices and seeking clarification of them when necessary.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use their hands to handle or feel objects, equipment, or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with their hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Limitations and Disclaimer: The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and States Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.