Administrative Assistant Jobs

Posting Information

Posting Information

Position Title Administrative Assistant

Position Type Staff

FTE

0.80

General Employment Period

August 1 – June 31st

General Work Schedule (days of week)

Monday through Friday

General shift hours

8am to 3pm. Flexible hours considered.

Benefits Eligible? Yes

Job Summary/Basic Function

The primary responsibility of this position is to provide administrative and office support to the nursing department. This includes assisting in budget planning and management; purchasing equipment, audiovisuals, books and office supplies; assisting with establishing and maintaining student records and files; assisting with editing of departmental handbooks and documents, typing reports; entering and retrieving information on computer systems; scheduling appointments and meetings; making travel arrangements; implementing department and university policies; and supervising students serving as nursing skills lab assistants.

Responsibilities

• Organize and type the comprehensive accreditation reports for the Commission on Collegiate Nursing Education and the Minnesota and North Dakota Boards of Nursing.
• Aid chair and faculty to update AACN Essentials document (required for program accreditation).
• Assist in the implementation of Minnesota and National criminal background checks on faculty and nursing students as required by clinical agencies.
• Concordia Assessment
• Order graduate nursing pins for all graduating students.
• Support the mission and vision of Concordia College and demonstrate the competencies as defined for this position
• Maintain files on each graduate.
• Collect data for the Commission on Collegiate Nursing Education, Minnesota Nurses’ Association, Minnesota Board of Nursing, North Dakota Board of Nursing, etc.
• Pick up mail at the Concordia College post office, disperse to faculty and open and sort for the chair of the department.
• Make travel arrangements for the chair and faculty as requested.
• Collect and compile student evaluations of nursing program, faculty and clinical instructors.
• Maintain a current data base for all nursing alumni.
• Establish and maintain files on each faculty member.
• Minnesota and North Dakota Boards of Nursing
• Keep chair of department appraised of faculty’s status concerning current R.N. licensure, CPR certification and liability insurance. Remind faculty when current certification is needed.
• Work with chair and faculty to update department faculty handbook and student handbook.
• Purchase equipment, audiovisuals, books and office supplies.
• Maintain records required by the Minnesota and North Dakota Boards of Nursing and those necessary for Commission on Collegiate Nursing Education accreditation.
• Assist in budget planning, implementation and revisions.
• Answer phones, relay messages to faculty and chair, and talk with prospective students who wish information to be sent to them.
• Assist chair in the hiring of faculty and clinical instructors as needed at Concordia College.
• American Association of Colleges of Nursing
• Collaborate with clinical coordinator in establishing and maintaining clinical agency contracts.
• Assemble data for annual reports
• Following graduation coordinate activities related to Registered Nurse (RN) licensure required by all Boards of Nursing in the United States.
• Hire, train and supervise work study students and part time non-classified personnel at the Concordia nursing office.
• Work with admissions committee to assist in the admitting of new nursing students, this includes sending out applications, scheduling interviews, preparing applicant files for the admissions committee, sending out admissions letters and keeping track of acceptances.
• Work with students and alumni – 10%
• Commission on Collegiate Nursing Education
• Type correspondence, reports, minutes of meetings.
• Collect and compile basic statistics on admitted nursing students.
• Send letters to students in the nursing major regarding CPR requirements, liability insurance, textbooks, standardized testing, health requirements and other information as needed. Request documentation from students for CPR certification, health insurance, liability insurance, physical examination, immunizations, etc.
• Code and submit all bills to the chair for approval.
• Establish and maintain files for admitted nursing students.
• General office work – 25%
• Purchase name pins for admitted students prior to clinical laboratory experience.
• Collect data at the direction of the chair for decision making purposes and reports.
• Instruct and assist faculty on an ongoing basis with computer and software word processing skills (includes email, new versions of programs).
• Coordinate alumni surveys and compile results of surveys.
• Schedule appointments with faculty for prospective students.
• Coordinate textbook order for Concordia students in October (for 2nd semester) and March (for summer semesters and 1st semester) of each year.
• Provide administrative support to the chair of nursing and nursing faculty – 65%
• Review and recommend equipment for purchase.
• Maintain budget and financial records for the department.
• Schedule faculty meetings, committee meetings, meetings with chair and faculty or students
• Prepare a list of students’ compliance with established nursing policies for CPR certification, immunizations, health insurance, physical examination forms, etc. This list will be maintained in the nursing office to be in compliance with clinical contracts.

Minimum Qualifications

• Four years experience in effective office management and secretarial experience
• Strong computer and word-processing skills

Preferred Qualifications

• Two years of specialist vocational training for medical secretarial or office work
• Experience with Microsoft Office, SPSS , Quicken
• Familiarity with medical terminology
• Previous experience in academic institution
• Experience in budget management

Open Until Filled Yes

Screening Begins 08/29/2023

Benefits

Concordia College is proud to offer numerous benefits to its employees, including

• Health Insurance
• Preventative Chiropractic Program
• Paid parental leave
• Flexible Savings Account
• Health Savings Account
• 13 paid holidays including the time off in between Christmas and New Year
• Up to 50% tuition discount with Oak Grove Lutheran Schools
• Up to 100% tuition discounts with participating partners: CIC - TEP , ELCA schools, and Tuition Exchange Inc.
• Long-Term Disability Insurance (full-time only)
• Planned Time Off ( PTO ) starting at 18 days/year
• Life Insurance (full-time only)
• Extras: access to athletic facilities, library, fitness classes, athletic events, theatre events, purchase dining on campus, free MAT bus rides
• Vision Insurance
• Retirement Plan
• Dental Insurance
• Extended Illness Benefit ( EIB )
• Up to 100% tuition with discounts and scholarships at Concordia College and Concordia Language Villages.

EEO/AA Statement

Concordia College will not discriminate against or harass any employee or applicant for employment because of race, color, creed, sex, religion, national origin, age, veteran’s status, disability, genetic information, sexual orientation, gender identity, marital status, familial status, public assistance status, membership or activity in a local human rights commission, or any other legally protected status.

Special Instructions to Applicants

Employment Contingencies Background Check

Location Moorhead