Job Description

Description
1. Serve as the Program Assistant under the administrative guidance of the School chair, to include: plan, document, and monitor the school's budget. Provide financial guidance to the Chair and Faculty regarding the status of accounts and approval of expenses. Prepare weekly, monthly, quarterly, and annual budget reports and reconciliation to the chair and others, as requested. Administer Office budget policies and procedures. Monitor budgets of subordinate areas; invoice customers and deposit revenue into appropriate accounts.
2. Serve as the School Office Manager, to include: coordination of office calendar and deadlines, purchasing, inventory, and equipment maintenance. Hire, train, and supervise student employees if allocated. Determine the best practices for the office.
3. Function as a Customer Relations Specialist, to include: providing information about the School of Nursing, advising students of enrollment and admission procedures, promoting programs to prospective students, and respond to non-routine written and verbal inquires. Ensure connectivity to all technical based services for all users by performing routine computer corrections, as directed; remain knowledgeable of changes in technology and be familiar with program capabilities. Be able to assist students.
4. Provide Administrative Support to the School Chair and Faculty to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms, creating and distributing correspondence, making travel arrangements, and monitoring and assisting with special projects. Serve as the resource referral person in the Chair's absence. Assist in coordinating on and off-campus events to include in-service, luncheons, receptions, etc. and communications between Warrensburg and UCM-Lee's Summit.

The School of Nursing prepares professional nurses as generalists and advanced practice nurses. These human service professionals apply knowledge from nursing, technology, and related fields to facilitate health achievement of persons in rural and urban settings.

Examples of Duties
Provide administrative support to the School Chair, faculty, staff, and students, to include: - 35%

Schedule meetings and appointments for the school chair and other faculty as requested.

Coordinate, schedule, create and maintain room assignments and class schedules in Banner.

Coordinate and schedule seminars and special events (e.g. Nursing Recognition Ceremony),and visiting faculty arrangements in Warrensburg.

Aid school chair with correspondence, rosters.

Aid with preparation of internal and external review documents including materials for Missouri State Board of Nursing approval and national accreditation (Commission on Collegiate Nursing Education- (CCNE)) at multiple option/program levels, and curriculum changes. Compiles necessary data as directed.

Coordinate all aspects of the faculty search process and monitor compliance of the same. Receive applications and supporting materials from applicants, prepare search files, distribute information to the search committee chair, and correspond with applicants.

Prepare summer appointment forms, annual reports, planning and budget requests, and assist with developing semester class schedules.

Take minutes at school meetings as needed. Transcribe, correct errors, and distribute minutes to faculty. Maintain minutes in Blackboard school community for review purposes.

Monitor and assist with special projects and report non-routine activities to the School Chair.

Serve as a resource referral person in the Chair’s absence.

Assist school chair and/or faculty in the performance and completion of academic, administrative, or any departmental, college, or university-related assignments, duties, and responsibilities.

Print and send information letters or electronic communications to prospective students.

Maintain school files, and historical records.

Provide assistance to students to enroll in courses, as approved by faculty.

Attend workshops to maintain and continuously improve computer and job-related skills, as office professional determines is necessary or as suggested by University directives.

Assist to prepare pre-licensure admission materials for committee involving verification of eligibility and meeting of admission requirement for all applicants, calculates point values for admission; prepares all correspondence regarding admission decisions; manages Criminal Background Checks, access to CPR, acceptance of seat, disqualification registry, notification of acceptance for entry, etc. for admission process.

Assist with all Missouri State Board of Nursing records and reports including faculty qualifications, annual reports, and site visits.

Maintain school databases for profiles of past graduates for ongoing assessment of number of years required to complete program. Organize useful systems for document retrieval, school inventory, and student and faculty files.

Collect, coordinate and maintain undergraduate student records and faculty records for admission to program and clinical compliance (e.g. GEA results, speech-hearing results, Kaplan results, CPR, certification, immunizations, drug screens, background checks, insurance, licenses)

Prepare internal program evaluations



Function as an Office Manager, to include: - 30%

Manage the school’s main office in Warrensburg and peripheral suites plus coordination with second location at UCM-Lee’s Summit for full-time faculty, adjunct faculty, and pre-nursing and nursing majors.

Responsible for submitting work orders, monitor progress of work orders, and determine if work is complete. Monitor building access; serve as the primary contact for faculty, staff, and students for key requests. Serve as the point of contact for emergencies in the facilities.

Hire, supervise, and train student office workers if they exist. Assign the appropriate work-load for each student worker. Approve student timesheets.

Maintain office calendar and monitor deadlines.

Manage purchasing activities. Coordinate purchase of laboratory consumables and equipment. Prepare equipment and laboratory supply purchases, place, receive, and inventory orders. Coordinate purchase of software licenses, laboratory instruments, and teaching equipment.

Order and maintain current inventory of office supplies.

Maintain office equipment and furniture inventory. Conduct the annual inventory in conjunction with the Purchasing Office.

Maintain and coordinate the repair of office, laboratory (teaching), and teaching equipment.

Create and maintain computerized and manual filing systems. Create and maintain student and faculty files. Prepare undergraduate paperwork.

Schedule office equipment maintenance and ensure availability of supplies for copiers, fax machines, etc. Maintain current service contracts on office equipment.

Serve as the department technology monitor, i.e. computers, multi-media classrooms, and phones. Call-in work orders to repair malfunctioning equipment. Submit phone and network access requests.

Build and maintain the department’s webpage.

Post school communication for chair/faculty and staff through Blackboard UCM.

Transacts daily routine of receptionist, trouble-shooter, and office professional for school on Warrensburg campus

Manages all faculty and adjunct records including all hiring materials

Analyzes resource needs for office functions, orders materials and maintains solvent budget for school..

Initiates independently as needed to maintain University/School policies or reply to urgent request.

Arranges for production of numerous reports for University, accrediting agencies

Arrange all school events held in Warrensburg including Nursing Recognition Ceremony, Nurse Visit Day, Nursing School orientation, Recruitment events, etc.

Coordinates chair’s schedules at two campus locations and numerous state and national association responsibilities.

Manage school alumni database.

Maintains data base for profiles of past graduates for ongoing assessment of number of years required to complete program. Organizes useful systems for document retrieval, school inventory, and student and faculty files.

Collects, coordinates and maintains undergraduate student records and faculty records for admission to program and clinical compliance (e.g. GEA results, speech-hearing results, Kaplan results, CPR, certification, immunizations, drug screens, background checks, insurance, licenses)

Posts curriculum materials using Adobe Acrobat as needed

Prepares internal program evaluations

Reconcile monthly budget reports from Accounting Services.

Retrieve budget information from the mainframe.

Initiate budget-related paperwork, to include: inter-school transactions (IDTs), budget amendments, payment requests, purchase requests, purchase orders, etc.


Under the administrative guidance of the School Chair, plan, document, and monitor
the department budgets, to include: - 25%

Plan, document, and monitor the fiscal year budget, consisting of organizations and foundation accounts of the School of Nursing. Generate budget amendments and reconcile all disbursements and income transactions in each.

Provide financial guidance to the Chair regarding the approval of expenses.

Prepare weekly, monthly, quarterly, and/or annual budget reports to the Chair, and others as requested.

Monitor foundation accounts, organize scholarship awards, prepare scholarship and academic achievement award payment requests, and assist faculty with award communications to students.

Monitor budget, prepare required paperwork, forward paperwork for signature and commitment of funds, invoice customers, and deposit revenue into appropriate account(s).


Function as a Customer Relations Specialist, to include: - 10%
Provide information about the School of Nursing.
Promote programs to prospective students, and proactively advise them of possible related courses of interest, program admission, eligibility and academic policies unique to school. Facilitate knowledge of available clinical placements.
Receive non-routine written, electronic, and verbal customer queries, evaluate the situation, and determine the appropriate course of action and/or refer students to the appropriate department to meet student needs.
Present a positive attitude and image to the public.
Be able to assist students with the technological aspects of services offered
Manages departmental recruitment through vendors, departmental advertising, departmental searches, and multiple surveys.
Provide general information on procedures for admission to School of Nursing, nursing policies for retention, progression, and readmission.

Typical Qualifications
Education:

Associate’s degree in Business Administration or related field.

Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience; PhD = 8 years experience.


Experience:
Three (3) years of administrative support experience assisting an administrator/director.

One (1) year budget operations, financial analysis or accounting. Two (2) years preferred.