Administrative Assistant

2 weeks ago

Mishawaka, United States Bethel University Full time
Job DescriptionJob Description

Administrative Assistant to the Dean of the School of Nursing

Description: The Administrative Assistant to the Dean of the School of Nursing is responsible to work under the direction of the Dean of Nursing (DON), Coordinator of BSN-C and Graduate Nursing Programs (CBM), Coordinator of Pre-Licensure Nursing Programs on Bethel campus (CPNP), and the Coordinator of the Bethel Pre-Licensure Nursing Programs at Grace (CGC) and to facilitate the operation of the School of Nursing.

Qualifications: Proficiency in Microsoft Office and office machines with two years of related experience. Must be able to multi-task and have a caring manner.

Appointment: This is a 12-month position.

Performance Standards: It is the duty and responsibility of the Administrative Assistant to the Dean of the School of Nursing to perform, at satisfactory level, the following tasks:


  • Provide assistance according to priorities outlined by DON for the School of Nursing.
  • Present a positive image of the School of Nursing and Bethel University by providing support, answering questions and making referrals as necessary.
  • Prioritize requests from faculty and students to ensure deadlines are met, using creativity and initiative.
  • Refer inquires to Nursing Recruitment Coordinator or in absence, a nursing administrator.
  • Complete special assignments needed to facilitate smooth functioning of the school.
  • Maintain files and records to meet ACEN and State Board of Nursing standards.
  • Communicate with faculty about their needs and maintain adequate supplies by completing a routine inventory and, after approval by the DON, purchasing needed supplies.
  • Communicate with and assist faculty in ordering supplies and equipment completing purchase orders (POs) as necessary and adding purchases to inventory records.
  • Supervise use of all School of Nursing office equipment.
  • Ensure necessary copying is done to meet School of Nursing needs.
  • Prepare necessary memos, tests, reports, minutes, letters, syllabi, and other documents necessary for School of Nursing functioning as requested.
  • Maintain confidentiality of tests, syllabi and other documents.
  • Maintain a record of faculty schedules and student clinical schedules in order to locate individuals in a timely manner. Ensure faculty have their schedules posted on their office doors.
  • Maintain budget records for the School of Nursing, preparing purchase order requests as indicated.
  • Communicate with faculty to ensure laboratory supplies, and other supplies for the School of Nursing are ordered in a timely manner.
  • Ensure pagers are assigned and maintained in working order.
  • Ensure audiovisual equipment as well as other pieces of equipment used by the faculty in the School of Nursing are maintained in working order.
  • Respond to publishing companies to ensure nursing faculty have up-to-date data regarding available text and support faculty books and supplies and maintain a comprehensive summary of textbooks utilized throughout the program.
  • Coordinate updating the School of Nursing website as needed and requested.
  • Coordinate scanning of tests and creation of reports using the Scantron and software.
  • Assist and/or coordinate testing in of students, i.e. TEAS, Re-entry Challenge Exams, NLN, and other tests as directed by the DON/CPNP/CGC.
  • Coordinate and distribute student classroom and clinical evaluations to faculty.
  • Coordinate nursing classroom requests and assignments.
  • Coordinate maintenance requests and follow through to completion.
  • Schedule vendors/recruiters under the direction of the DON/CGC/CPNP/CBM.
  • Monitor faculty evaluations, coordinate minutes and file/post in necessary locations.
  • Receive and return communication for the DON/CGC/CPNP/CBM as needed.
  • Assist DON with communication.
  • Maintain current list of clinical agency affiliations and distribute clinical agency agreements for School of Nursing.
  • Maintain and update annually, or as necessary, all nursing faculty CVs, Boyer summaries, and contact information.
  • Assist with orientations.
  • Other various duties as assigned by the DON/CBM/CGC/CPNP.
  • Print Sigma Theta Tau and scholarship certificates as needed.
  • Maintain a video inventory of all audio visual materials for SON and order new material as directed by the DON and nursing faculty.
  • Assist as needed with reports to various accrediting and licensing agencies.
  • Respond and assist with immediate and student problems and refer to appropriate individuals.
  • Assist SON Lab Supervisor with ordering lab supplies and nursing kits.
  • Assist with special events, such as the pinning ceremony and nursing banquet.
  • Maintain organization and inventory where SON supplies are kept.


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