Administrative Assistant, Nursing.

Missouri Southern State University
Missouri, United States
Salary Not Specified
Posted Date
Jun 16, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time

General Statement of Job

The administrative assistant keeps official department records and relieves department head, faculty and/or staff members of clerical and administrative work.

Specific Duties and Responsibilities

Essential Duties:

Manages department head's calendar and independently schedules appointments.

Screens incoming calls and correspondence and responds independently when possible.

Serves as receptionist for department (by telephone and in person).

Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

Directs preparation of records such as syllabi, classroom handouts, exams, department meeting minutes, class rosters, grade reports, mass mailings and Human Subject Research Forms.

Takes and transcribes dictation and composes and prepares minutes of departmental meetings.

Prepares confidential correspondence, reports, and other complex documents.

Supervises the photocopying of exams, correspondence, or other printed materials.

Creates and maintains database and spreadsheet files.

Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

Assists in the student advising process by maintaining student files and advisee lists, tracking first-time/full-time freshmen for retention, completing graduation papers, and organizing letters of recommendation.

Assists in the student registration process by entering new course schedules, updating faculty to online registration system, manages waiting list of students for high demand courses, and follows through with student when opening occurs.

Orders and maintains office supplies, laboratory and classroom equipment, audiovisual equipment, and library of films.

Tracks departmental budget information.

Assists Student Evaluation process.

Assists with student department club and Honors Convocation.

Maintains department bulletin board.

Public notary.

Education, Experience, and Licenses

High School diploma or HiSET required. One-year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
  • Ability to respond to common inquiries or complaints.
  • Ability to effectively communicate both verbally and by written means at a very high level.
  • Ability to make ethical decisions in doing what is best for both students and the University.
  • Ability to effectively present information to administrators, faculty, staff, regulators, students, public groups, and/or Board of Governors.
  • Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

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