Administrative Assistant IV

Description:

Job Description Summary:
The primary responsibility is to manage the operations and projects of their assigned program(s) for the College of Nursing (CON). This includes overseeing administrative processes and activities, collaborating with administrative peers, faculty, and students, giving direction and oversight to student workers, orchestrating facility needs, and scheduling multiple project requests related to course development and CON projects.

Responsibilities include compilation and maintenance of best practices, continuous quality improvement, standard operating procedures, and new hire onboarding for their assigned program.

The position requires an in-depth understanding of the university’s services, operations, and standards; as appropriate, they are integrated into projects. This position provides internal and external customer service representing the program and university. The position reports to the Associate Dean of Operations; this position works closely with faculty, staff, and students.

Duties and Responsibilities:

Program Support (30%)

• Develop and manage evaluation questionnaires, analyze responses, and prepare reports for the Directors
• Collaborate on edits to, and development of, handbooks and other reference manuals and materials, work on the content development and maintenance of the CON intranet site
• Review, evaluate, and develop processes and protocols for continuous quality improvement for their assigned program
• Manage online course revision processes by compiling faculty requests and scheduling project tasks, meetings, minutes, recordings, and deadlines.
• Coordinate projects as needed among multiple stakeholders, including faculty, instructional designers, students, and vendor partners.
• Obtain textbooks and other course material for program faculty.
• In collaboration with directors, analyze program grids to determine the number of adjunct faculty needed per term. Support adjunct faculty recruitment and scheduling.
• Creatively research and problem-solve challenges as they arise in CON 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 Operations Department, faculty or student meetings, or community partner events.
• Facilitates project courses, project presentations, and project coordination with students, faculty, chairs, and final implementation recordings and submissions. Facilitates as needed to support Specialty Projects Director in successfully completing all projects to facilitate student graduation.
• Support coordination of CON events, including Commencement, pinning, and award ceremonies. Facilitate distribution of CON event tickets, and provide support for event set-up and breakdown.

General Administrative Support (35%)

• Provide general administrative support to program 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 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 program conference call lines and Web conferencing.
• 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.
• Minutes for program meetings, project meetings, and coordination of student-faculty chair meetings, and recordings, helps manage CON Team site.

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 the appropriate cost account.
• Assist in preparing annual documents such as program reports to accreditation organizations.
• Reconcile budgeted and projected faculty hours, sections, and seat caps in an 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 HR, Academic Affairs, and state approval authorization staff
• Process all FIAs for full-time and adjunct faculty associated with their assigned program

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, as necessary

Employee Status:
Regular
Exemption Status:
United States of America (Non-Exempt)
Time Type:
Full time
Job Shift:

Pay Range:

$23.21-$30.18

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.