Upper Midwest HERC

Administrative Assistant ,TBSN Program, Nursing Department, Chalon Campus


About Mount Saint Mary's University:

Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu

Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required. Applicants must also provide proof of COVID-19 vaccination of condition of employment.


Job Description:

To provide effective administrative support to the Program Director and program faculty.

Position Hourly Range: $16.18 - $17.00

Hiring salary can be above the posted pay range if candidate's qualifications are determined to be above the minimum requirements of the position description.

Duties/Responsibilities:

1. Provides support to the program director and coordinator; e.g. handle correspondence, assist with communicating information to the University community and word-processing, proofread, and disseminate meeting agendas and minutes. Record minutes of the monthly departmental faculty meetings.
2. Assists in the daily operations of the Traditional BSN office. Answer and screen phone calls. Maintain department files including faculty licensure, copies of course syllabi, meeting minutes, and faculty roster.
3. Tracks department supplies and replenish as necessary with approval of the director.
4. Assists with the establishment of systems to streamline office flow via use of the computer, e.g. Microsoft Word, Excel spreadsheets, faculty and student handbooks.
5. Assists the program director and program coordinator in the supervision of student workers including delegation of tasks.
6. Provides support to program faculty and staff, e.g. distribution of incoming correspondence; generation of outgoing correspondence including copying, mailing, faxing, word processing, maintaining current department textbook list and ordering desktop copies as needed, and assist program coordinator with student clearances and assessment testing processes.
7. In collaboration with the dean and directors, assist in the preparation of accreditation and regulatory materials and assist in the accreditation and approval processes.
8. Maintains strict confidentiality regarding exam processing and handling of machine and door code combinations.
9. Assists in the accurate tracking of the changes in status of faculty and students.
10. Maintain office/computer equipment and supplies for operational functioning
11. Updates and maintains all TBSN student files throughout their tenure
12. Assists in maintaining records for faculty, including the organization of the 'S' drive in conjunction with the program director and assistant director
13. Assists with clinical onboarding of students and faculty to designated affiliate sites, e.g. compliance tracking and maintenance, assembly of student packets, and agency communications.
14. Assists with program's budget management, e.g. processing expenses for faculty, staff and students, and maintaining accurate records.
15. Provides assistance with program and department events
16. Performs other duties as assigned

Requirements:

Knowledge:

• Strong working knowledge of an office environment including, but not limited to, typing, operation of various office machines (e.g. desktop and laptop computer, 10-key calculator, copier, FAX).
• Excellent working knowledge of software applications (i.e. MS Office, Excel, Publisher).

Abilities and Skills:

• Effectively organize, prioritize, and handle multiple tasks to meet establish deadlines.
• Provide professional and efficient customer service.
• Build rapport and communicate effectively with the University community.
• Easily and accurately follow instructions.
• Analytical skills, detail-oriented, and discrete handling of confidential information.
• Creative problem solver.
• Exercise sound judgment and decision making.
• Self-starter and team player who is able to work independently and in collaborative settings.

Education:

• High school diploma or equivalent, University degrees preferred.

Experience:

• One year of administrative support experience working in a multi-functional department.
• Experience in academic setting a plus.

Additional Information:

Work Location: Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)

Start Date: Immediately

Applications Deadline: Open until filled

The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.


Application Instructions:

Please submit cover letter and resume.



To apply, visit https://msmu.interviewexchange.com/jobofferdetails.jsp?JOBID=140669





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