Administrative Coordinator I

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Primary Purpose

Performs a wide variety of administrative tasks providing customer service and support by coordinating activities/functions to ensure efficient operations

Job Category

Non-Exempt

Hiring Range

Commensurate with experience

Pay Basis

Hourly

Subject to Grant Funding?

No

Essential Job Functions

1. Coordinates activities/functions within the college to ensure efficient operations.

2. Responds to inquiries and resolves non-routine problems requiring broad understanding of work-area policies and procedures in a timely manner to ensure questions are addressed and resolved.

3. Reviews data and follows up on discrepancies to ensure accuracy.

4. Enters data and generates reports from systems such as Ariba, Banner, Paytrax and/or other NSU specific systems to ensure accurate processing and record keeping.

5. Assists in the periodic updating of college materials. Coordinates room and scheduling assignments, including scheduling online courses as needed. Maintains department files and databases in accordance with accreditation guidelines. Assists in assigning students to clinical rotations sites as needed; organizes and maintains rotation schedules and records; responsible for the credentialing of clinical students within the hospital systems for clinical rotations; coordinates housing arrangements for rural rotations; creates and maintains site preceptor files as needed. Maintains department files and databases in accordance with accreditation guidelines as needed.

6. Serves as the initial contact and program liaison for academic-related matters; communicates with internal and external stakeholders. Communicates with HPD Office for Legal Affairs regarding clinical affiliation agreements as needed. Advises students of campus resources such as Financial Aid, Registrar, Admissions, One-Stop-Shop. Stays current on the availability of those services and works closely with those resources regarding student issues.

7. Participates and coordinates weekday, weekend and evening events such as retreats, receptions, end-of-rotations, institutes. Coordinates audiovisual, technology requirements, and food services for such events.

8. Responsible for the maintenance of student records such as grade recording and reporting, student evaluations of courses and faculty, preceptor evaluation of student; online student reporting systems, student attendance, and student health records as needed. Assists with tracking student progress as requested.

9. Travels, as needed, to Student Education Centers, conferences, and career fairs for training and program marketing purpose.

10. Responsible for the collection and maintenance of course information; processes course maintenance forms, creates course reference numbers (CRNs), organizes records of course syllabi, objectives, and material, maintains curriculum test bank and testing materials; responsible for administering and overseeing the proctoring of exams; orders textbooks and other necessary materials as requested. Assists with online student registration process as needed.

11. Oversees the requisition, receipt, and inventory of equipment and/or supplies for the curriculum; develops systems to track purchases and inventory; manages equipment repairs and annual inspections.

12. Performs other duties as assigned or required

Job Requirements

Required Knowledge, Skills, & Abilities:

1. Proficient knowledge of MS Office, including Word, Excel, and Outlook; data entry skills; Internet research abilities.

2. Knowledge of office practices and procedures (e.g., filing, answering telephones, and supply/equipment ordering).

3. Ability to enter and verify information with accuracy.

4. Ability to understand and follow oral and written instructions.

5. Ability to maintain confidential information.

6. Strong administration skills - organized, thorough, systems orientated with meticulous attention to detail.

7. Proactive, punctual and reliable.

8. Excellent written and oral communication skills.

Physical Requirements / Working Conditions:

1. Ability to communicate effectively with others.

2. Ability to work cooperatively with colleagues and supervisory staff at all levels.

3. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.

4. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils and computer keyboards.

Required Certifications/Licensures

Required Education: High School Diploma or Equivalent

Major (if required):

Required Experience: High School Diploma and three (3) years of administrative experience in academics, healthcare, business, or related area.--OR--Associate's Degree and two (2) years of administrative experience in academics, healthcare, business, or related area.

Preferred Qualifications

1. Knowledge of NSU and the Dr. Kiran C. Patel College of Allopathic Medicine.

2. Familiarity with Ariba, Banner, Kronos, Paytrax, and other NSU systems.

Is this a safety sensitive position? No

Background Screening Required? No

Pre-Employment Conditions:

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.