Administrative Assistant IV

4 days ago

Oakland, United States Samuel Merritt University Full time
Description:
Job Description Summary:
The primary responsibility of the position is to manage the operations and projects of the BSN program for the College of Nursing. This includes overseeing administrative processes and activities, giving direction and oversight to student workers, orchestrating facility needs, scheduling multiple nursing project requests related to the program and/or course development, and scheduling. This position includes assisting with new cohort interviews, scheduling of interviews, and new cohort orientation. In addition, this position includes creating an advisee list for incoming students and creating and organizing program-level documents in Teams for the maintenance of records. Responsibilities also include compilation and maintenance of pinning ceremonies, regularly scheduled program meetings, room scheduling, and ordering catering services for program meetings and student meetings. In addition to other duties as assigned, this position requires assistance with departmental new hire onboarding. The position incorporates an in-depth understanding of the university's services, operations, and standards into all projects, and provides internal and external customer service that represents the department and university. The position reports to the BSN Program Director and works closely with faculty, staff, and students.
Duties and Responsibilities:

Program Support (50%)
  • Develop and manage evaluation questionnaires, analyze responses, and prepare reports to the Program Director.
  • Collaborate on edits to, and development of, handbooks and other reference manuals and materials.
  • Review, evaluate, and develop processes and protocols for continuous quality improvement for the BSN Program.
  • Manage course revisions, end-of-course reports, course syllabi, and processes by compiling all records in Teams. Manage faculty requests and schedule project tasks, meetings, and deadlines.
  • Coordinate program projects among multiple stakeholders, including the Program Director, faculty, instructional designers, and vendor partners.
  • Obtain textbooks and other course material for faculty with the Program Director's approval.
  • In collaboration with the Program Director, create and analyze program grids to place students in appropriate clinical sections.
  • Creatively research and problem-solve challenges as they arise, particularly in situations that are unique and unanticipated.
  • Manage BSN Program calendars.
General Administrative Support (20%)
  • Provide general administrative support to the Program Director, faculty, students, and other internal/external constituents, as necessary.
  • Manage and facilitate confidential and critical information such as employee documents and student health information.
  • Serve as a point-of-contact resource for staff, faculty, and vendors.
  • Represent the department and university to internal and external customers including vendors, applicants, students, staff, and faculty.
  • Develop, manage, and maintain scheduling systems for various program-level platforms (e.g., Academic Scheduling Systems (SAS), Classroom Scheduling (EMS), and Simulation Lab Scheduling through HSSC in collaboration with the Program Director and faculty).
  • Establish all internal office systems for communication, record-keeping, report writing, and quality assurance.
  • Implement and evaluate the rollout of projects in collaboration with educational vendors, follow up as necessary on rollout issues, and perform post-audits to identify lessons learned and areas for improvement.
  • Create surveys to send to faculty and students (e.g., Qualtrics) and maintain the results.
Budget and Finance (10%)
  • Process and verify all invoices, and check requests, as necessary.
  • Assist in the preparation of annual documents such as program reports to accreditation organizations.
  • In conjunction with the Manager of Faculty Recruitment, review adjunct applicants and disseminate to the Program Director and follow up as needed.
  • In conjunction with the Manager of Faculty Recruitment, oversee departmental onboarding of all new faculty and staff.
  • Serve as backup to FIA processing for adjunct faculty assigned to teach in the BSN Program.
Special Events (10%)
  • Manage complex scheduling arrangements involving multiple parties, such as departmental graduations, large meetings, retreats, vendor visits, open houses, and events.
Other Duties and Special Projects, As Assigned (10%)
  • Special projects assigned, as necessary.
Qualifications
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
  • This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Knowledge
  • Technical expertise within an administrative and operational function.
  • In-depth understanding of the university services, operations, and standards.
  • General computer applications and systems.
Skills
  • Creatively research and problem-solve challenges as they arise in online programs, particularly in situations that are unique to the online learning environment such as virtual meetings, required student submissions to multiple departments, and supporting remote faculty.
  • Self-starter that takes initiative and independently develops solutions.
  • Strong leadership and evaluation skills.
  • Proficiency in creating and executing well-organized project plans.
  • Analyze data, prepare reports, and present information.
  • Excellent interpersonal, communication (written/oral) and negotiation skills.
  • Capable of balancing multiple interests and developing collaborative solutions.
  • Mastery of advanced office/business skills.
  • Highly skilled in Microsoft Office applications such as Excel, Word, Outlook, and Project.
  • Highly developed computer/IT skills are a plus.
Abilities
  • Use creative and critical thinking to solve problems and develop alternative solutions.
  • Effectively prioritize multiple tasks and able to meet deadlines in a fast-paced team environment.
  • Confidentially handle privileged information.
Education
  • High School Graduation (required).
  • BA/BS degree (preferred).
Professional Experience
  • 5 years of work experience in a high functioning Administrative/ Project Manager role.
  • 2 years of project management (preferred).
Working conditions
  • Typical office environment.
  • Mostly indoor office environment with windows.
  • Offices with frequent interruptions.
Physical requirements
  • Considerable time is spent at a desk using a computer.
  • Use telephone and other electronic equipment used in general university operations.
  • May be required to travel to other buildings on the campus.
  • May be required to attend conference and training sessions within the Bay Area or in- or out-of-state locations.
  • May be required to occasionally travel to offsite placement sites.
Direct reports
  • May supervise student employees, as necessary.


Employee Status:
RegularExemption Status:
United States of America (Non-Exempt)Time Type:
Full timeJob Shift:

Pay Range:
Hourly wage range: $23.21 ~ $30.17

Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.

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