Sr. Administrative Assistant- Az- Graduate Nursing Program

Summary

The Senior Administrative Assistant provides administrative office support to the Graduate Nursing Program, including Graduate Nursing Program Director (GNP), GNP faculty, adjunct instructors, and students. The Senior Administrative Assistant reports directly to the Program Director.

Essential Duties and Responsibilities

• Support the Program Director with maintaining their calendar, and scheduling meetings with students and faculty
• Resolve minor issues and answer questions regarding ordering, policies, expense reports, etc. on behalf of faculty, staff, and students
• Accurately complete and track expense reports, check, and purchase requisitions
• Compose, edit, type letters, memos, minutes, and reports in an accurate and efficient manner
• Assist the Director of Clinical Education (DCE) with scheduling student meetings, maintaining accurate records of student placements and related items in GNP file storage systems
• Organize and maintain files and records including but not limited to student files, course files, Canvas cohort pages, admissions records, and accreditation files
• Prepare and maintain an accurate quarter schedule including communication with faculty regarding on-campus intensives and other program related experiences to ensure timely submission of block schedule; scheduling rooms, simulations, exams, and testing center accommodations; update block schedule with changes to ensure accurate block schedule in program records
• Interact with faculty applicants, special guests, and consultants, arranging their travel, hotel, and any other accommodations
• Assist with new hire onboarding and orientation to university policies and procedures
• Input changes to the College Catalog and program website annually, and attend training sessions on changes to these systems
• Plan and coordinate GNP’s participation in departmental events such as Orientation, Faculty Retreats, and other events
• Create quarterly course/instructor evaluations for academic and clinical faculty via the CARS system
• Communicate program updates, deadlines, job opportunities and other updates provided by the Program Director to students via Canvas, bulletin boards, and email
• Maintain office supplies, order equipment, supplies, and other items
• Other duties as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED required, and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate degree and 5-7 years relevant working experience preferred. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills

Must possess excellent computer skills in Microsoft Office (Word, Excel, Outlook). Experience with Canvas desired.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is frequently required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.