What are the responsibilities and job description for the Administrative Assistant position at Florida Southern College?
The administrative assistant is responsible for coordinating operational processes of nursing programs of the Ann Blanton Edwards School of Nursing and Health Sciences.
ESSENTIAL FUNCTIONS
- Run data reports as needed from multiple databases, both internal and proprietary (e.g., Castle Branch, Typhon, Slate, Jenzabar).
- Ensure that newly enrolled students are entered into appropriate databases for tracking during and after matriculation.
- Develop surveys for use in clinical sites as well as student surveys to collect information to help monitor, meet, and improve the nursing program and meet CCNE standards.
- Maintain program data integrity by performing annual comprehensive data auditing and cleanup
- Assist clinical placement coordinator with clinical contracts, records maintenance, and clinical database. Assist Program Directors with overall program operations
- Attends and takes minutes at program meetings as requested by program director.
- Set-up meetings as requested and complete all logistics necessary (activity requests).
- Serve as the main contact at the building, including answering telephone, monitoring student access into the nursing building, greeting visitors.
- Assists with facilities class schedules and maintains a posted schedule for use of all rooms in the Nursing building.
- Provide orientation for new professors (e.g., how to get nametag, access e-mail, obtain office keys, etc.)
- Assist with event planning within the Ann Blanton Edwards School of Nursing (e.g., pinning and hooding ceremonies, symposia, continue professional educational series, research days, and orientation events)
- Provide clerical support for CCNE accreditation reports and related data.
- Contributes to the success of the department by performing all other duties as needed to drive the vision, fulfill the mission, and abide by the values of the College.
SECONDARY FUNCTIONS
- Assist Executive Assistant to the Dean with clerical needs to include filing system.
- Keep supplies in stock and in order and maintain office equipment such as copiers (i.e., maintenance and supplies). Additional responsibility for coordinating classroom needs such as computer and projector.
- Prepare purchase orders as needed (i.e., check catalogues, the web, etc. to find best pricing), assign budget, submit to Dean's Executive Assistant.
- Process all work orders on the School's internal maintenance requests software.
EDUCATION AND WORK EXPERIENCE
- High school diploma or equivalent required. Bachelor degree in related field preferred.
- Previous experience (2 years) in an administrative assistant role, preferably in a higher education institution and/ or nursing program or health care environment.
- Strong organizational skills and proficiency using Microsoft Office, including demonstrated high-level proficiency with Excel and other applicable software programs with outstanding attention to detail and accuracy.
- Must possess high level of initiative and ability to work independently, think critically and analytically in order to troubleshoot issues and solve problems.
- Ability to communicate effectively both verbally and in writing, with students and employees at all levels of the institution to appropriately address needs and concerns.
- Must be able to maintain confidentiality and abide by all federal and state laws concerning student records.
- Able to remain flexible and multitask to manage a diverse set of responsibilities and adjust to changing priorities.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
