Executive Assistant To Dean Of Nursing And Health Programs

Company: Manhattan Area Technical College
Title: Executive Assistant to Dean ofNursing and Health Programs
Job Classification: Non-Exempt, Full-Time
Reporting Relationship: Dean of Nursing Education and Health Programs
Compensation: Pay Grade 7 ($17.00-$19.00 per hour)
Actual salary will be determined based on the candidate’s experience and education. The range indicated includes both typical hiring range and future progression.
Location: Manhattan, Kansas
Primary Accountabilities: The Executive Assistance to the Dean of Nursing Education and Health Programs provides a variety of advanced administrative, confidential, and technical support to the administration and faculty of the Nursing and Health program department.
Primary Responsibilities:

• Greet visitors, students, and/or employees and responds to inquiries, requests for information and provide assistance. Effectively communicates with all students through the year.
• Securely maintain office files, student files, to include health files, and other appropriate records per accrediting, federal, and state guidelines for Health Programs.
• Manages complete process in maintenance of inventory of office & clinical supplies; initiates process and track department forms such as requisitions, purchase orders, travel authorization forms; including working with multiple vendors for equipment bids, price negations, and orders equipment maintenance as needed.
• Assists the dean with grants, to include budget modifications, and maintenance; especially the Nursing Initiative grant.
• Effectively manages health program budgets and work closely with MATC staff to ensure that all assets, materials, supplies, program memberships etc., are properly requested, managed, and documented per college policy and procedures
• Responsible for student orientation forms, narrative, and participates and assists with student orientation and bootcamp.
• Responsible for training and updating health program faculty in business software programs.
• Prepares, organizes, and coordinate provisioning for student clinical experience including transfer of healthcare records as requested by clinical agencies.
• Plans, organizes, coordinates, and participates in meetings, events (including Program Advisory Committee), and activities as identified by the dean; specifically attend and prepare minutes for all health program faculty meetings, reports, statistical data, and other materials pertaining to the Nursing program.
• Prepares graduation documents for health program students; to include KBI and KSBN for graduating PN and ADN cohorts. Prepares KSBN Approval to Test Forms for graduating cohorts.
• Orders and prepares nursing graduates pins.
• Maintains, coordinates, and primary contact for Health Programs in regards to scheduling of activities, organization of calendars, receiving of phone calls/voicemail, replying to emails/voicemails and pro-actively prepare for the various meetings, functions and deadlines to include coordinating travel arrangements for faculty regarding professional development activities.
• Perform general clerical duties including organizing, filing, shredding, and photocopying documents and files, etc. in an efficient manner.
• Performs confidential secretarial support services to the Dean of Nursing Education and Health Programs.
• Compose written correspondence and materials; coordinates with marketing team to create and update all departmental forms for public display
• Reserve classrooms in EXI for all class and labs.
• Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.
• Coordinate pinning ceremony for graduating class.
• Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards at the highest level of confidentiality in a safe manner and with minimal supervision.
• Performs all other duties as assigned.

Qualifications: 

• Associate’s degree required; in business, medical office or related field preferred.
• One-year (1) administrative assistant experience preferred.
• Two-years (2) of daily customer service interaction; customer service support training preferred.
• Strong computer and word processing skills, proficient in Word, Excel, Adobe, PowerPoint, Outlook, Internet, Database management. Ability to learn new technologies with competence in websites and other technology.
• Thorough knowledge of principles of office management and of modern office procedures, systems and equipment.
• Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation and spelling.
• Strong organizational skills with the ability to multi-task and be detailed oriented, including skills in proofreading materials and data entry, as well as maintaining electronic hard filing systems.
• Ability to communicate clearly and present oneself professionally through verbal, nonverbal (demeanor, dress, attitude), and written skills.
• Ability to work independently, as well as in a team environment, utilizing independent judgement with a strong attention to detail in setting priorities and organization of work load.
• Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.
• Experience with interpreting, applying and explaining laws, codes, rules, regulations, policies, and procedures.
• Demonstrated poise, tact and diplomacy with the ability to handle sensitive and confidential information and situations.

Physical Demands:

• Ability to sit for extended periods of time.
• Ability to read computer screens and mail, email, and talk on the phone.
• Ability to unpack and move supplies up to twenty-five (25) lbs.
• Ability to work occasional evenings and attend events as required.

 Work Environment:

• Professional and deadline-oriented environment in an educational setting.
• Interaction with students, staff and guests.
• Ability to exercise good judgment with a strong attention to detail in setting priorities and organization of work load.

To apply, visit: MATC Career Page
NOTICE OF SPECIAL POSITION OF EMPLOYMENT REQUIREMENTS
1. This position description is not designed to cover or contain a comprehensive list of all duties and results to be performed in this position. Duties and Performance standards may be added, subtracted, and/or changed by your supervisor at any time due to changes in department or institutional requirements.
2. Unless exempt due to employment contract signed by the President, all employees of Manhattan Tech are to be considered as an “at-will” employee.
3. All employees of Manhattan Tech are considered “responsible employees” pertaining to Title IX regulations concerning both prevention and reporting of sexual assault or harassment situations. As such, all employees must communicate with the Title IX Coordinator if they witness or hear about sexual assault or harassment situations.
4. Manhattan Tech is an equal opportunity employer and complies with EEOC and ADA employment requirements. Manhattan Tech grants equal opportunity to all qualified persons without unlawful discrimination based on race, color, gender, age, national origin, ancestry, ethnicity, disability, sexual orientation, religion or veteran status.
All ‘offers of employment” are subject to criminal background check prior to employment.