Program Assistant - School Of Nursing (Keyser Campus)

The School of NursingKeyser Campus at West Virginia University is currently accepting applications for a Program Assistant. 

About the Opportunity

As a Program Assistant, you will provide administrative and mission support for the LPN to BSN Program Track Coordinator and nursing program. You will report to the Department Chairperson. The selected applicant will begin their contract starting May 1, 2024. The Program Assistant will work 37.5 hours per week; work hours will typically span weekday afternoons/evenings and Saturdays, depending on student teaching/rotation schedules, and will be determined in collaboration with the LPN to BSN Track Coordinator and Department Chair.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits (this position is a benefits-eligible, classified staff position)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

Pay Grade: 15

Location: Keyser, WV

What you'll do:

Administrative Assistant 

• Provide administrative support to the Track Coordinator and Department Chair.
• Perform daily administrative tasks as required by institutional policies and procedures, state and federal guidelines, and internal instruction.
• Manage multiple work assignments to ensure pre-established deadlines are met.
• Give continuous attention to the clerical, administrative, and operational aspects of the office functions for the department and department members.
• Provide professional customer service representation for the organization and maintain a professional environment, including confidentiality, through all actions and communications.
• Compose correspondence, including letters, reports, proposals, charts, graphs, spreadsheets, forms, and memoranda independently or in accordance with general instructions from the Department Chair, Track Coordinator, and/or faculty members.
• Coordinate meeting arrangements for the Department Chair, Track Coordinator, and faculty.
• Maintain various organized filing systems.
• Answer departmental phones, screen calls, and communicate messages.
• Maintain office and nursing program physical space, including inventories of office and nursing equipment/supplies.
• Obtain training as necessary to develop and maintain skills necessary to carry out job duties.
• Provide data necessary for University Reporting and accreditation requirements to the West Virginia RN Board and Commission on Collegiate Education (CCNE) and produce data and statistical compilations from departmental records.   
• Maintain current Affiliation Agreements and other clinical rotation-related documents.
• Maintain department and grant budgets by purchasing and reconciling expenditures through WVU accounting systems.
• Function as a liaison to other School of Nursing undergraduate programs on other campuses.
• Assist with skills and simulation lab scheduling, set-up, and clean-up for all student levels.
• Assist with tracking student medical records, background checks, course enrollment projections, and anticipated graduation dates.
• Assist with tracking student grades and GPA to ensure proper implementation of and compliance with the undergraduate progression standards.
• Work with Track Coordinator and Department Chair to prepare documents needed to certify students for graduation and prepare graduation lists.

Miscellaneous  

• Supervise work study students and submit work time in time system.
• Organize and maintain faculty retention, promotion, and tenure (FRPT) files according to SON and University guidelines.
• Support Department Chair in documenting evidence for performance reviews.
• Assist in orienting new faculty/staff/students and maintain documents for new hires/students.
• Assist with marketing and recruiting of the nursing program.  

• Associate degree in business, office administration, or a field directly related to the area of assignment, or an equivalent combination of education and experience. 
• A minimum of two (2) years of directly related work experience in support of an administrator or work unit, or an equivalent combination of education and experience. 
• Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Communication platforms, including Teams and Zoom.
• Organization and filing systems.
• Communication/public relations skills.
• Inventory management.
• Time/calendar management.

Preferred Qualifications:

• Experience working in nursing education department.