OFFICIAL TITLE: Administrative Assistant I (Nursing Department)
SUPERVISION RECEIVED: Nursing Department Chair
SUPERVISION EXERCISED: May supervise student and work study personnel
General Statement of Duties: Serves as administrative assistant to the chair, and provides support to nursing faculty through chair direction. General duties include, but aren't limited to: front-line customer service, performing complex clerical tasks, preparing reports, recording, transcribing and distributing minutes, and composing correspondence.
(E) = Essential
1.(E) Provides superior front-line customer service to guests in the nursing department, including answering telephones and emails, and greeting guests.
2.(E) Provides timely responses to inquiries from internal and external constituents. Offers information, resources and referrals based on departmental and university regulations, polices, and procedures.
3.(E) Updates student files and relative information in Colleague/Datatel as well as the Nursing Database.
4.Designs and (E) maintains databases utilizing Microsoft Access.
5.Analyzes and determines the applicability of data, draws conclusions, and makes appropriate recommendations for process enhancement.
6.Designs and (E) maintains program forms.
7.(E) Files, scans, updates, and assures the integrity of student records.
8.(E) Maintains advising lists; responsible for assisting with advisor meeting preparations, advisor warnings, and mailing students as necessary.
9.(E) Assists department chair with the collection of faculty bio/contact information, class schedules, faculty workload credits, and collection of CV's for adjuncts.
10.(E) Distributes and collects SIR II envelopes.
11. (E) Assists department chair with the budget, including submission of monthly budget updates to the chair and associate dean. Enters requisitions and purchase orders in Colleague.
12.(E) Prepares and distributes faculty meeting agendas, takes meeting minutes, and prepares and distributes minutes before the next scheduled meeting; maintains and files all meeting reports, year-end reports, and testing reports from faculty.
13.(E) Provides administrative support including, but not limited to: room scheduling, mail distributions, ordering supplies, preparing weekly room schedules, copying, scanning, filing, and checking the fax machine and distributing faxes daily.
14.Supervises student and work study employees; may supervise temporary office support.
15.(E) Interacts with external organizations on behalf of the nursing department.
16.(E) Acquires data, prepares and submits Massachusetts Board of Registration in Nursing yearly reports; works on CCNE reports/surveys as needed.
17.Assists with maintaining the departmental information on the nursing web site.
18.(E) Reviews materials for accuracy to ensure proper spelling, punctuation, form, content, clarity, and conformance with original data; updates materials as necessary. (Example ? academic catalog as it relates to nursing)
19.(E) Maintains consistent and clear communication with department chair, interacting daily in-person, or via telephone and/or email if chair is not in the office.
20.(E) Assists the chair in composition of correspondence on his/her behalf.
21.(E) Maintains harmonious working relationships with the nursing department and university at-large.
22.Support nursing department faculty as assigned and deemed appropriate by department chair.
23.Performs other duties as assigned within the Administrative Assistant I classification.