Office & Admin Specialist Int (Graduate Nursing & HealthForce MN)

Office & Admin Specialist Int

Provide clerical and general office support to HealthForce MN, and Graduate Nursing faculty, staff, and students. Prioritize and manage multiple requests, deadlines, and competing needs across HealthForce MN and Graduate Nursing. Communicate with graduate nursing program, and HealthForce MN stakeholders regarding department matters. Strong customer service skills when working with students, visitors, community and clinical constituents to determine their needs, respond personally whenever possible, and/or refer them to the appropriate person without delay. Distribute both departments' mail. Send and receive intercampus mail. Monitor HealthForce MN and Graduate Nursing email inboxes and answer general questions and refer others to appropriate staff members. Assist faculty, staff, and guest presenters in printing/preparing class materials (tests, course materials, presentations, etc.) Create and send guest letters, campus map, parking pass; prepare and mail thank you letters. Maintain email lists for HealthForce MN's communities of practice (i.e. nursing assistant instructor lists, Healthcare Education and Industry Partnerships HEIP allied programs etc.) Print HealthForce MN and Graduate Nursing documents for department needs. Coordinate logistics for meetings, events, and programs (scheduling, materials, food, communication, and on-site support). Orient new partners to Graduate Nursing Program and HealthForce MN Programs. Prepare department correspondence (Graduate Nursing and HealthForce MN). Maintain departmental files (physical and electronic) with logical organization and access. Attend regular team meetings, take notes including action items and send them to the team. Prepare calendar invitations for in-person, zoom, Teams, or phone meetings for faculty/staff as directed. Maintain office equipment (order supplies and contact vendor for service as needed) for the department. Manage assigned responsibilities related to grant processes for both departments. Manage assigned tasks related to accreditation Serve as support and back-up for graduate nursing, CoNHS, and WSU-R OAS as needed. Serve as support and back -up for graduate nursing Clinical Placement Coordinator as needed Serve as support and attend HealthForce MN events like: Scrubs Camp, HOSA, and advisory board meetings.

Maintain and manage databases and reports to support Department of Graduate Nursing operations. Set up, manage and maintain clinical data repository (i.e. Typhon) for all graduate nursing programs. including: managing administrative rights for faculty and staff. Serve as a resource for faculty, staff, and students on how to upload documents, request that preceptors be added to Typhon, and how to run reports. Manage and support student access and use of Typhon including emailing the student the Typhon login information and monitoring expiration dates as students upload their clinical onboarding documents. Develop surveys such as site and preceptor evaluations as directed by faculty. Set up, manage and maintain databases for tracking prospective student inquiries and communication with prospective students (e.g. missing application materials, resources) Provide compliance data (e.g. clinical documentation) using secure and confidential mechanisms to clinical affiliates as directed by department chairperson, Chief Nurse Administrator or Dean. Maintain, manage, and run reports from Typhon, Nursing CAS, IPAR, Access, Excel, and other databases at regular intervals and as needed to support departmental needs including accreditation. Monitors, tracks, and communicates student compliance with clinical requirements (emailing the student the Typhon login information and monitoring expiration dates as students upload their clinical onboarding documents) Provides program coordinators/course faculty timely reports on missing documentation. Ensures data are accurate (e.g. uses state board of nursing, clinical affiliates' websites and other resources to verify preceptor credentials, education, specialty, etc., and enter into Typhon and other databases) Maintain and manage tracking of preceptor and /student information, guest lecturers, and other department initiatives. Prepare and distribute preceptor thank you letters and ANCC preceptor verification forms. Maintain student admission data, clinical hours, preceptor and clinical site data required for accreditation processes and reports. Monitors expiration dates, initiates and manages contracts for tools that support department of graduate nursing work (e.g.Typhon, NursingCAS, Castlebranch). Manage grant processes (e.g. MERC grant) including data collection, database management, reports, training, and disbursement of funds.

Provide business administrative support for HealthForce Minnesota. Generate cost center reports in Workday, update department cost center spreadsheets and review with Executive Director monthly, answer questions if needed throughout the month. Reconcile invoices (monthly/quarterly) and report any discrepancies to HealthForce MN's Director and staff. Track and follow up on key administrative deadlines (contracts, invoices, reporting). Prepare and send invoices, accounts payable, receivable documents, and complete the accompanying task in Workday. Gather documents and information needed to set up contracts and intra-agency agreements. Set up and execute contracts and intra-agency agreements for internal and external partners for HealthForce MN. Document business administrative processes in department teams folder and update as needed. Serve as a point of coordination between HealthForce staff, system office, and external partners for administrative processes. Identify opportunities to improve and streamline administrative and financial processes.

Provide support for student application and admission process. Responsible for communicating with prospective students and assisting with the application process for both degree and non-degree seeking students. Respond to program inquiries and requests for information, including responding to university procedures. Manage and facilitate the processing of applications for admission to the Graduate Programs in Nursing. Email applicants a list of documents they have yet to submit in the application process, i.e., Goal Statement, Resume', Reference forms, etc.) Schedule, publish, and attend prospective student events such as online information sessions. Ensure department website has accurate instructions and guidance for application processes. Liase with NursingCAS to ensure applications are ready for use and to problem-solve. Assign applicant files for faculty review using NursingCAS; troubleshoot and serve as a resource for file review. Collaborate with program coordinators to assign faculty and schedule applicant interviews; send calendar invites; and schedule room, zoom, or teams link. Prepare letters of acceptance and non-acceptance to applicants for the Graduate Nursing Program as directed by the department chair. Track student responses to admission offers; track and report reasons for declination to chair and program coordinators. Communicate with clinical partners or programs (e,g. NPCEP, CIP) regarding student status/eligibility for specific programs Prepare relevant student files and upload them to Knowledge Lake. Provide students with information on how to complete national and MN Background Study Clearance. Monitor background checks and work with department chair to ensure clearance is documented. Collaborate with the School of Graduate Studies to support applicants applying to one of the Graduate Nursing specialty programs. Coordinate work with Department of Graduate Nursing Chairperson, administrative assistant, faculty, and the School of Graduate Studies department.

Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Salary Range: $20.76-$27.53/hour; commensurate with qualifications and experience Minimum Qualifications Math, -sufficient to add, subtract, multiply and divide in reconciling budgets, and paying invoices. Typing/Keyboarding (40 WPM)-sufficient to type correspondence for the Department. Data Entry Performance-sufficient to enter data into applications used, as well as Access and Excel and manipulate the data, English (Speaking and/or Writing and/or Reading Orally)-sufficient to communicate with customers over the phone, in person and via email. Word Processing-sufficient to draft, edit and create correspondence. Spreadsheets-sufficient to pull student data from Excel and manipulate to create lists. Database Management-sufficient to maintain Typhon, Access and Excel database records and run queries and specialized reports, Bookkeeping-sufficient to provide daily oversight for the department budget. Customer Service Skills-sufficient to serve as the receptionist for the Department. Preferred Qualification Ability to demonstrate strong communication skills and public relations skills Demonstrated ability to work collaboratively with faculty, students and staff Demonstrated ability to utilize current technology including computers, web research, and phone conferencing Knowledge of Microsoft Office Products Experience with website management Demonstrated ability to learn new computer applications Extensive experience with database management, running queries and creating reports Other Requirements 1. The successful candidate must be able to lawfully accept employment in the United States by the day employment begins. The University regrets that we are unable to offer H1-B sponsorship at this time 2. A complete online application will include the following: A cover letter that addresses the qualifications listed previously Resume Work Shift (Hours / Days of work) Monday-Friday; 7:30am-4:00pm Posting Information: Application Deadline: June 4, 2026 Appointment Date: As Soon As Possible Primary Location: Rochester, MN Type of Appointment: Probationary Telework (Yes/No) No