Administrative Office Associate L - Nursing

SUMMARY STATEMENT

The Administrative Office Associate provides administrative and clerical support to the Division Director, the full time and part time faculty, and serves as division receptionist. This position also provides assistance to students and others.

ORGANIZATIONAL RELATIONSHIPS

A. The Administrative Office Associate III reports directly to and is responsible to the Division Director.

B. The Administrative Office Associate III coordinates closely with the Office of Academic Affairs and Student Services, division faculty, instructional support personnel, and other division Administrative Office Associates in carrying out assigned responsibilities.

C. This position may require the supervision of assigned student workers and/or volunteers.

ESSENTIAL DUTIES

A. Provides administrative assistance to the Division Director and faculty.

1. Attends selected meetings as a department representative in the absence of the Division Director.
2. Types general correspondence.
3. Provides the Boards of Nursing with the graduating RN and PN student names to be processed for the NCLEX and licensure.
4. Mass mailing of letters for RN and PN nursing programs including acceptance, stand-by, and decline letters.
5. Processes acceptance forms and deposits for the RN and PN nursing programs and forwards to the appropriate departments.
6. Manages the incoming RN and PN accepted applicant list and contacts the applicants on the stand-by list for acceptance to maintain the maximum number of students for the class.
7. Graduate survey mailings at 9 months for Nursing Programs and then compiles data.
8. Assists in preparation of faculty load forms.
9. Assists Director in scheduling advisory committee and other division meetings to include securing rooms, preparing agendas, ordering refreshments, and recording, typing and distributing minutes.
10. Serves as receptionist/message center for the division and serves as liaison for full and part time faculty.
11. Disperses mail, faxes, packages, and miscellaneous paperwork to division personnel.
12. Maintains division calendar of workload deadlines.
13. Assists full and part time faculty with office-based computer applications and college-wide, web-based programs for instruction.
14. Supervises and coordinate workload for student workers/volunteers working in the division office.
15. Completes and submits to Human Resources all hiring forms for division adjuncts.

B. Maintains division records.

1. Develops, maintains, secures, and updates confidential student files and other division files according to legal standards in the Maryland Practice Act and directed by the Division Director. Student files involve the following: a. collect all health forms including immunizations and drug screen results. b. collect copies of CPR certification. c. update information for annual PPD screening and CPR recertification. d. collect criminal background checks results.
e. maintaining the security of all files.

C. Provides assistance to the Division Director in maintaining the credit schedule.

1. Inputs all scheduling information for the division via the Datatel database for each new semester.
2. Retrieves data from the system as needed and disseminates information to appropriate individuals.
3. Identifies and assists in resolving room and other scheduling conflicts.
4. Coordinates classrooms and lab usage for the nursing area.
5. Updates schedule changes in the Datatel system and disseminates that information approximately.
6. Coordinates closely with the IT Department to resolve Datatel scheduling issues.
7. Inputs faculty load percentages into the Datatel system for full and part-time faculty for load and payroll purposes.

D. Provides assistance to the Division Director and faculty in developing, maintaining, and revising division programs.

1. Types and collects course syllabi and outlines for the division.
2. Types curriculum materials and reports.
3. Updates Nursing Student Handbook annually for printing and distribution to students and to be uploaded on the college’s website.
4. Types revisions to programs and courses descriptions and submits to the appropriate office.
5. Creates and maintains the faculty textbook selection order database prior to each new semester and provides the information to the bookstore.
6. Provides technical and specialized clerical assistance for instructional-related projects, e.g. grant applications, presentations, division publications.
7. Researches textbook publications and orders new editions and instructional materials for faculty.

E. Provides assistance to students and others.

1. Assembles and assists graduating students with professional testing and licensure applications.
2. Provides direction and guidance to prospective program applicants regarding eligibility, application deadlines, selection process, and estimated program costs.
3. Directs inquiries/requests from students to division personnel as appropriate.
4. Informs students of schedule changes and/or class cancellations and posts cancellations outside classrooms as appropriate.
5. Provides technical and specialized clerical assistance for instructional-related projects, e.g. grant applications, presentations, division publications. – this is listed about in D #6 also
6. Reviews nursing course rosters for each semester to be sure nursing students are registered for the correct courses and contacts/help students get registered if needed.

F. Provides assistance to the Division Director regarding individual department budgets within the division.

1. Monitors division funds by tracking day-to-day transactions and submitting updated information to the Director.
2. Orders supplies as needed for all nursing programs.
3. Orders, organizes, and maintains office supply inventories and instructional materials.
4. Contacts suppliers and companies for quotes on purchases (equipment, software, etc.).
5. Prepares purchase orders and requests for checks.

G. Assists the Division Director and faculty with the coordination with clinical affiliations.

1. Compiles and forwards student information to clinical sites prior to the beginning of student rotations.
2. Interacts with agency personnel regarding clinical schedules.
3. Review and updates facility contracts on an annual basis.

H. Compiles and maintains statistical data.

1. Collects internal department evaluation data.
2. Participates in the college-wide faculty evaluation process.
3. Compiles statistical data for the nursing programs such as graduation rates, attrition, and demographics for compliance with ACEN accreditation and the Maryland Board of Nursing approval.
4. Forwards compiled statistical data to the appropriate department to be uploaded to the HCC website as required per accreditation.

EDUCATION AND EXPERIENCE

Associates Degree required; 2-3 years clerical and administrative experience in an education setting and medical terminology required.
SKILLS AND ABILITIES

Must have excellent skills in computer applications such as Microsoft Word, PowerPoint, Excel, Access, Microsoft Outlook and ability to use an integrated computerized system (Datatel preferred). Ability to: work and make decisions independently with a minimum of supervision and communicate with tact and diplomacy; organize and prioritize work load, complete tasks in a timely manner, and attend to details. Good telephone skills including the use of a multi-line phone.

WORKING ENVIRONMENT

The ability to maintain focus on work and responsibilities in an environment that has numerous interruptions. Minimal lifting is required with this position.