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Administrative Assistant IV - College of Nursing

Samuel Merritt University
California, United States
Salary Not Specified
Date posted
Oct 17, 2022

Job Details


Job Description Summary:
The primary responsibility is to manage the operations and projects of the DNP 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 project requests related to course development and DNP project support. Responsibilities also include compilation and maintenance of best practices, continuous quality improvement, standard operating procedures, and new hire onboarding for the DNP program. The position requires an in-depth understanding of the university’s services, operations, and standards, and as appropriate, they are integrated into projects. This position provides internal and external customer service that represents the program and university. The position reports to the Associate Dean of Operations and the DNP Directors, this position also works closely with faculty, staff, and students.

Duties and Responsibilities:

Program Support (30%)
  • Creates and prepares reports
  • Develop and manage evaluation questionnaires, analyze responses, and prepare reports to the Directors
  • Collaborate on edits to, and development of, handbooks and other reference manuals and materials, works on the content development and maintenance of the DNP intranet site, web page updates, university catalog updates
  • Review, evaluate, and develop processes and protocols for continuous quality improvement for the DNP program
  • Manage online course revision processes by compiling faculty requests and scheduling project tasks, meetings, minutes, recordings and deadlines.
  • Coordinate DNP program projects among multiple project stakeholders, including chair, faculty, instructional designers, and vendor partners.
  • Obtain textbooks and other course material for DNP faculty.
  • In collaboration with directors, analyze program grids to determine number of adjunct faculty needed per term.
  • Creatively research and problem-solve challenges as they arise in DNP 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.
  • Manage program calendars including multiple faculty meetings coordinating with faculty student project chairs, students and our community partners
  • Facilitates project courses, project presentation and project coordination with students, faculty, chairs and final implementation recordings and submissions. Facilitates as needed to support Specialty Projects Director in successful completion of all projects to facilitate student graduation.
General Administrative Support (20%)
  • Provide general administrative support to DNP directors, 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 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 DNP conference call line and Web conferencing.
  • Establish all internal office systems for communication, record-keeping, report writing, quality assurance.
  • Implement and evaluate rollout of projects in collaboration with educational vendor, follow-up as necessary on rollout issues, and perform post-audits to identify lessons learned and areas for improvement.
  • Minutes for all DNP program meetings, project meetings and coordination of student faculty chair meetings, and recordings, manages DNP Team site.
Performs other College of Nursing operational needs as requested

DNP Project Support (15%)
  • Facilitate and coordinate meetings with DNP students, Project Chairs, Teams, and faculty to facilitate project coordination and presentations
  • In conjunction with DNP Director and DNP Specialty Director the electronic tracking system to ensure that databases are accurate and current (student data, clinical site information and compliance requirements, preceptor data, and faculty data). When necessary, collect needed information from appropriate parties
  • In conjunction with DNP Director and DNP Specialty Director manage the data collection related to the evaluation of quality and quantity of student projects and student criteria to meet AACN requirements for DNP program evaluation and CCNE review
  • Facilitates and coordinates the information to assure the appropriate SMU faculty have information regarding the DNP project sites to facilitate contracts for the DNP projects with SMU leaders to assure smooth initiation and completion of DNP projects
  • Works in conjunction with DNP Director and DNP Specialty Director to facilitate and coordinate meetings and forms for IRB with faculty, chairs, project teams and students.
Budget and Finance (10%)
  • Process and verify all invoices, check requests, honorarium paperwork and payments, payroll adjustments, purchase requisitions, and P-Card expenditures are accurate and posted to appropriate cost account.
  • Assist in of the preparation of annual documents such as program reports to accreditation organizations.
  • Reconcile budgeted and projected faculty hours, sections, and seat caps in online program
  • Assists with the FIA process
Human Resources Management (15%)
  • In conjunction with the Manager of Faculty Recruitment, review adjunct applicants and disseminate to appropriate directors and managers
  • In conjunction with the Manager of Faculty Recruitment, oversee departmental onboarding of all new faculty and staff
  • Coordinate out-of-state online adjunct hiring with Office of People & Culture (OPC), Academic Affairs, and state approval authorization staff
  • Process all DNP Faculty Instructional Assignment (FIA) for all DNP full time and adjunct faculty
Special Events (5%)
  • 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 (5%)
  • Special projects assigned across CoN, as necessary
Employee Status:
Exemption Status:
United States of America (Non-Exempt)
Time Type:
Full time
Job Shift:

Pay Range:


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.


Samuel Merritt University

Samuel Merritt University is a private university focused on health sciences with its main campus in Oakland, California, and other facilities in Sacramento, San Mateo and Fresno.

SMU is an integral part of patient care in Northern California. We’re one of the largest educators of registered nurses in California, and many of the physical and occupational therapists, physician assistants, and podiatric physicians who provide care in the region are graduates of our programs. 

SMU began as a credential nursing program with Oakland's Samuel Merritt Hospital. Today, more than 110 years later, it offers nursing programs and advanced degrees for occupational and physical therapists, physician assistants, and podiatric physicians.

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