Administrative Assistant Graduate Program

2 weeks ago

Indianapolis, Indiana, United States Marian University Full time
As a part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University's Leighton School of Nursing seeks an Administrative Assistant. Under the direction of the Associate/Assistant Dean (s), the administrative assistant will promote our Catholic Franciscan mission and identity by providing administrative support to all members of the Leighton School of Nursing. The successful candidate will provide high quality, excellent written and oral communication skills and support the overall functioning of the Leighton School of Nursing.

Essential Duties and Responsibilities:
  • Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
  • Schedules appointments and maintains calendars.
  • Manages accounts and performs bookkeeping, including processing budget requests and reconciliation of expenses, reconciliation with Educational Partner ( ORBIS ), to verify the rosters and confirm payment to the educational partner.
  • Manages compliance accounts including but not limited to American Data Bank, Castlebranch, My Clinical record.
  • Secures travel reservations for faculty/staff and submits travel requests.
  • Arranges and attends LSON events including pinning ceremonies as indicated.
  • Facilitates the onboarding and off-boarding of full time/part time faculty and staff.
  • Arranges requests for building maintenance and IT needs of faculty/staff as requested.
  • Maintains full time faculty/staff personnel files.
  • Manages accreditation files including hardcopy and electronic files.
  • Maintains LSON files including updates, filing, and purging.
  • Maintains various spreadsheets including but not limited to LSON faculty and staff directory, accreditation information, and continuing education requirements.
  • Maintains various spreadsheets with required accreditation information such as registered nurse licensure, date of birth, credentials, continuing education, etc.
  • Supports Search and Screen Committees by arranging interviews, disseminating information, securing rooms and parking spaces.
  • Assists with execution of contracts for part time faculty/staff.
  • Coordinates vetting process for clinical full time and adjunct faculty hired by the educational partner ( ORBIS ).
  • Secures parking spaces for all invited guests.
  • Facilitates LSON events such as educational speakers, nursing organizational meetings, etc.
  • Manages requests and distribution of office supplies, equipment, and other needs for faculty/staff.
  • Produces and edits memos, invoices, reports, emails, and other correspondence.
  • Schedules and coordinates Leighton School of Nursing meetings, including but not limited to: LSON Faculty Council, standing committee, subcommittees, and Dean and Director Meetings. Arranges room, sends calendar invites, and produces agendas and meeting minutes.
  • Answers phone and greets visitors.
  • Performs other duties as assigned.
Required Qualifications:
  • College degree is preferred. Will consider high school graduate with some college experience.
  • Experience supporting executive-level staff with three to five recent years of experience.
  • Exceptional writing, typing and proofreading skills.
  • Proficient with Microsoft Office suite of products including but not limited to Outlook, Word, Excel, and Power Point.
  • Willingness to learn and become proficient in commonly used office and institutional productively software, student/faculty learning platforms and technology such as Zoom, WebEx, etc.
  • Problem solving skills and effective follow through of all delegated tasks.
  • Excellent organizational skills and attention to detail.
  • Effectively prioritize and execute tasks in a high-pressure environment.
  • Able to work both independently and in a team environment.
  • Exhibit professionalism and high ethical standards for maintaining confidential information.
  • Ability to effectively and appropriately interact with members of the university and business community.
Review of applications will begin immediately and continue until the position is filled.

For Consideration All Applications Require:
Cover Letter Current resume or CV Contact information of three professional references. The reference contact information must be entered after the application is submitted in the "My Presence" section of the applicant profile. Responses to the supplementary mission & identity questions.Please Review Marian University's Mission & Identity Statement before responding to the supplementary questions on your application:



Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.

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