Administrative Assistant - Schools Of Health Sciences & Nursing

General Description of Position: Provide excellent service through courteous, informed, accessible and professional engagement by supporting the College’s academic team, students, faculty and staff. Position provides direct administrative, clerical and technical support to the Deans, Program Chairs, and Faculty. Major Responsibilities:

• Work independently on complex work assignments, review progress and evaluate results and update management as appropriate; establish a shared vision and take responsibility for team goals, present ideas, concepts and instructions in a clear manner.
• Prepare adjunct faculty and full-time faculty overload pay sheets and prepare contracts, distribute and track for the Schools of Health Sciences and Nursing
• Monitors students for compliance with criminal background check and drug screening
• Schedules student and visitor appointments with faculty and dean of nursing as needed.
• Manage alumni contact lists (to support graduate surveys)
• Manage the adjunct faculty and overload contract process by creating course reports, maintaining Adjunct and Faculty Database, prepare sample contracts for consistency, and maintain training documents for the adjunct faculty contract processing.
• Assist dean, faculty, chairs, advisor with room reservation requests, work orders, help desk tickets, purchase orders, reimbursement requests, and other standard processes.
• Demonstrate strong commitment to student development and success through advocacy, positive attitude, adaptability, approachability, problem solving, and support.
• Support diversity throughout the College by demonstrating a strong commitment to inclusionary practices in which all people are valued, supported, and respected.
• Manage the logistics of inviting, implementing, and providing follow-up communication for the Healthcare Specialist and Medical Assisting Advisory Committee meetings twice per year
• Perform other duties as assigned.
• Sends correspondence to admitted students regarding registration, orientation, and health record requirements at direction of dean, chair, faculty, advisors.
• Assists with records on office supplies and lab equipment. Maintain, operate, and troubleshoot office equipment.
• Review document manager database and notify students and faculty of missing records or upcoming immunization renewals.
• Provide student communication regarding success program-specific and campus-wide events.
• Enter NCLEX results in SOATEST
• Develop and maintain positive, professional, liaison relationships with various internal and external customers including colleagues, students, community partners and the general public.
• Assist with nursing survey completion
• Maintains faculty tutoring and RN tutor schedules and posts in IvyLearn org and on campus bulletin boards.
• Collaborate with Human Resources to verify accuracy of annual pay increases and ensure compliance with policies and standards for auditing purposes.
• External and internal relationships
• Responsibilities and Duties for Schools of Health Sciences and Nursing
• Assists dean in preparing students for NCLEX application, background check, and testing.
• Maintain student records in compliance with campus and school policies and accreditation standards.
• Perform a wide variety of administrative tasks, including managing deadline-oriented communications, data entry and the drafting and editing of reports, and other materials.
• Monitor Indiana State License Registry for licensing verification. Analyze and follow up on missing results.
• Provides front desk coverage/phone line coverage for Schools of Health Sciences and Nursing
• Prepare certificates of completion for dean signature and mailing to state board of nursing.
• Assist with survey compliance
• Maintain effective office procedures and efficient work flows; implement policies and procedures set by Ivy Tech;
• Review and update nursing survey distribution lists
• Adjunct Faculty Contracts
• Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements, ensuring compliance with all applicable policies
• Collaborate and manage department and program purchase requests, allocations, and manage requisitions, purchase orders and payments. Troubleshoot issues, when applicable.
• Maintain appropriate inventory of necessary digital forms, ensuring professional appearance of outgoing documents.
• Maintains student organization pages in IvyLearn, including orientation quizzes, resources materials, and announcements in collaboration with Dean of and faculty.

Minimum Qualifications:

Associates degree required

Two (2) years of administrative support experience and two (2) years of experience in applicable student support role.