Nursing Division Administrative Assistant

Job Description

Job Description

DepartmentNursing DivisionPersonnel DefinitionRegular Full-TimeClassified Schedule DTerm of Employment22 Pay PeriodsFLSANon-exemptSupervision ReceivedThe levels of supervision received (chain of command) are:· Nursing Director· Vice President of Academic Affairs and Student Success· PresidentSupervision Exercised· This position has no direct supervisory responsibilities.General Statement of DutiesUnder the direction of the Nursing Director, the Nursing Division Administrative Assistant serves as the primary administrative support professional for the Nursing Division. This position is the central point of contact for the department and is responsible for coordinating daily office operations while providing comprehensive administrative support to the Nursing Director, nursing faculty, clinical instructors, staff, students, prospective students, and external partners.The Nursing Division Administrative Assistant ensures the efficient operation of the Nursing Office by coordinating communications, travel, purchasing, scheduling, student support services, departmental records, and office management. Because nursing faculty and instructors are frequently assigned to off-campus clinical sites supervising students, this position must be capable of independently managing the Nursing Office with minimal supervision while maintaining exceptional customer service and continuity of operations.This position supports the entire Nursing Division and plays a critical role in ensuring compliance with institutional policies, accreditation standards, and daily operational needs.Specific Area of Duties· Serves as the primary point of contact for the Nursing Division by greeting and assisting students, faculty, staff, healthcare partners, and the general public.· Provides comprehensive administrative support for all Nursing Division operations.· Supports the Nursing Director, nursing faculty, clinical instructors, adjunct faculty, and students.· Coordinates departmental communications and responds to inquiries regarding the Nursing Program.· Maintains confidential student, employee, accreditation, and departmental records in accordance with FERPA and institutional policies.· Maintains student files, databases, and departmental filing systems in both electronic and paper formats.· Coordinates travel arrangements for faculty, staff, and students including travel authorizations, reservations, itineraries, lodging, transportation, registrations, travel reimbursements, and travel claims.· Completes travel documentation in compliance with institutional travel policies and procedures.· Orders office, instructional, laboratory, and clinical supplies while maintaining inventory for the Nursing Division.· Completes purchasing requests, consultations, requisitions, and procurement documentation for departmental operations.· Coordinates meetings, trainings, advisory committee meetings, orientations, graduation activities, and special departmental events.· Serves as recorder for Nursing Division meetings by preparing agendas, recording minutes, and distributing meeting materials.· Assists with preparing reports, accreditation documentation, grant documentation, surveys, and other required reports.· Assists with scheduling classrooms, faculty meetings, student appointments, and departmental activities.· Tracks deadlines, compliance requirements, and reporting schedules.· Prepares correspondence, reports, forms, presentations, and other official documents.· Maintains departmental calendars and scheduling systems.· Assists prospective nursing students with general program information and directs individuals to appropriate personnel.· Maintains confidentiality of student records, personnel records, and all Nursing Division information.· Independently manages the Nursing Office while nursing faculty and instructors are supervising students during clinical experiences.· Maintains professional working relationships with healthcare facilities, community organizations, tribal entities, and college departments.· Provides administrative support for accreditation visits, audits, and regulatory reviews.· Assists with onboarding new faculty and staff within the Nursing Division.· Performs other duties as assigned in support of the Nursing Division.QualificationsAssociate of Arts (AA) Degree in Business Administration, Office Administration, Healthcare Administration, Education, or a closely related field required.Minimum of two (2) years of progressively responsible administrative support or office management experience.Demonstrated proficiency with Microsoft Office Suite and office technology. Knowledge, Skills & Abilities RequiredKnowledgeOffice administration and organizational management.Higher education administrative practices.Student records management and FERPA requirements.Purchasing, procurement, and consultation procedures.Travel coordination, travel reimbursement, and institutional travel policies.Scheduling meetings, events, and departmental calendars.Inventory control and supply management.Records retention and document management.Microsoft Office 365 including Word, Excel, Outlook, Teams, PowerPoint, and related software.Standard office equipment and technology.Professional office procedures and customer service.SkillsExceptional organizational and time management skills.Strong written and verbal communication.Professional customer service and interpersonal communication.Accurate data entry and record management.Minute taking and report preparation.Document preparation and editing.Ability to prioritize multiple projects while meeting deadlines.Strong attention to detail and accuracy.Problem-solving and decision-making.Purchasing and procurement documentation.AbilitiesWork independently with minimal supervision.Manage the Nursing Office while faculty are assigned to clinical rotations.Exercise sound judgment and maintain professionalism.Maintain strict confidentiality.Organize multiple priorities simultaneously.Establish and maintain effective working relationships with faculty, students, staff, healthcare partners, regulatory agencies, and the public.Adapt to changing priorities and deadlines.Provide exceptional customer service while maintaining professionalism under pressure.ComplexityThis position requires extensive organizational skills, attention to detail, time management, and independent decision-making. The Nursing Division Administrative Assistant serves as the central administrative resource for the Nursing Division and is responsible for coordinating multiple operational functions simultaneously. Independent judgment, professionalism, and the ability to maintain uninterrupted office operations while faculty are supervising students at clinical sites are essential to the success of this position.Personal Contacts· Nursing Director· Vice President of Academic Affairs and Student Success· President· Nursing faculty and adjunct faculty· Clinical instructors· Students and prospective students· Healthcare facilities and clinical partners· Accreditation agencies· Blackfeet Tribal departments and programs· College departments and employees· Community organizations· State and federal agencies· Vendors and suppliers· Members of the publicPhysical DemandsWork is performed primarily in a professional office environment utilizing computers, office equipment, and communication systems. Duties require prolonged sitting, standing, walking, bending, reaching, lifting office materials, and frequent computer use. Occasional lifting of office supplies, records, instructional materials, and equipment up to approximately 30 pounds may be required. The work environment is generally quiet but may require flexibility during peak registration, accreditation reviews, and special events.GuidelinesThis position will be guided by:· Blackfeet Community College Personnel Policies and Procedures· Blackfeet Community College Catalog· Nursing Division Policies and Procedures· Accreditation standards· FERPA regulations· Applicable tribal, state, and federal laws, rules, and regulationsCollege purchasing, travel, and financial procedures