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Administrative Assistant Graduate Program

Job Details

As a part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University’s Leighton School of Nursing seeks an Administrative Assistant. Under the direction of the Associate/Assistant Dean (s), the administrative assistant will promote our Catholic Franciscan mission and identity by providing administrative support to all members of the Leighton School of Nursing. The successful candidate will provide high quality, excellent written and oral communication skills and support the overall functioning of the Leighton School of Nursing.

Essential Duties and Responsibilities:
  • Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
  • Schedules appointments and maintains calendars.
  • Manages compliance accounts including but not limited to American Data Bank, Castlebranch, My Clinical record.
  • Secures travel reservations for faculty/staff and submits travel requests.
  • Arranges and attends LSON events including pinning ceremonies as indicated.
  • Facilitates the onboarding and off-boarding of full time/part time faculty and staff.
  • Arranges requests for building maintenance and IT needs of faculty/staff as requested.
  • Maintains full time faculty/staff personnel files.
  • Manages accreditation files including hardcopy and electronic files.
  • Maintains LSON files including updates, filing, and purging.
  • Maintains various spreadsheets including but not limited to LSON faculty and staff directory, accreditation information, and continuing education requirements.
  • Maintains various spreadsheets with required accreditation information such as registered nurse licensure, date of birth, credentials, continuing education, etc.
  • Supports Search and Screen Committees by arranging interviews, disseminating information, securing rooms and parking spaces.
  • Secures parking spaces for all invited guests.
  • Facilitates LSON events such as educational speakers, nursing organizational meetings, etc.
  • Manages requests and distribution of office supplies, equipment, and other needs for faculty/staff.
  • Produces and edits memos, invoices, reports, emails, and other correspondence.
  • Answers phone and greets visitors.
  • Will work closely with clinical course instructors and clinical site coordinators to facilitate effective communication for student succession and progression
  • Coordinates with simulation lab and clinical course instructors to set up remediation activities based on student clinical performances
  • Assists faculty in distributing/collecting student/faculty clinical evaluation tools, monitoring NA student attendance and progress, and collecting data for evaluating and improving the quality of clinical instruction at the clinical practice site
  • Communicates on a regular basis with the NA Program Director and Assistant Program Director concerning issues relating to student clinical competencies and/or professional behaviors
  • Provides feedback to NA Program Director and Assistant Program Director about student clinical placements and clinical practice site issues each semester and as issues arise
  • Ensures clinical site coordinators’ and clinical site onboarding departments are provided clinical assignments of all students
  • Facilitates all onboarding requirements between students and clinical sites to ensure timely clinical admission as outlined by course syllabus
  • Provides students orientation to the clinical site that outlines role expectations and responsibilities of students and identifies available learning resources
  • Participates in orientation week activities and lead compliance driven meetings for new students
  • Performs monthly compliance monitoring and timely communication updates to all students to ensure current status for clinical requirements
  • Coordinates, under the direction with Assistant Program Director, with compliance reports to students for program progression
  • Provides quality customer service by creating a welcoming and supportive environment and maintain regular contact to clinical partners that would continue to foster and strengthen clinical site relationships with the NA program
  • Attends Advisory Board meetings with clinical partners, faculty and leadership of LSON
  • Collaborates with NA Program Director and Assistant Program Director and clinical faculty instructors to ensure clinical handbooks are up to date
  • Performs other duties as assigned.

Required Qualifications :
  • College degree is preferred. Will consider high school graduate with some college experience.
  • Experience supporting executive-level staff with three to five recent years of experience.
  • Exceptional writing, typing and proofreading skills.
  • Proficient with Microsoft Office suite of products including but not limited to Outlook, Word, Excel, and Power Point.
  • Willingness to learn and become proficient in commonly used office and institutional productively software, student/faculty learning platforms and technology such as Zoom, WebEx, etc.
  • Problem solving skills and effective follow through of all delegated tasks.
  • Excellent organizational skills and attention to detail.
  • Effectively prioritize and execute tasks in a high-pressure environment.
  • Able to work both independently and in a team environment.
  • Exhibit professionalism and high ethical standards for maintaining confidential information.
  • Ability to effectively and appropriately interact with members of the university and business community.
Review of applications will begin immediately and continue until the position is filled.

For Consideration All Applications Require:

  1. Cover Letter
  2. Current resume or CV
  3. Contact information of three professional references. The reference contact information must be entered after the application is submitted in the "My Presence" section of the applicant profile.
  4. Responses to the supplementary mission & identity questions.

Please Review Marian University’s Mission & Identity Statement before responding to the supplementary questions on your application:

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.


Marian University

At Marian University, our vision is to provide an education distinguished in its ability to prepare transformative leaders for service to the world. Our mission is to be a great Catholic university dedicated to achieving excellence in learning, which is achieved through teaching, research, and scholarly activities in the Franciscan and liberal arts tradition. We welcome students of all faiths who seek an educational experience framed within the context of our Franciscan values of dignity of the individualpeace and justicereconciliation, and responsible stewardship. Our understanding of these values is informed by reflection on the life of Jesus Christ and prayer.

The institution grew out of the dedication and vision of Sister Theresa Hackelmeier and the Sisters of St. Francis, Oldenburg, who established a school in Oldenburg, Indiana, in 1851. The college was founded in Oldenburg in 1936 and moved to Indianapolis in 1937. On July 1, 2009, Marian College became Marian University.

Marian University is proud to be a higher education institution just ten minutes away from downtown Indianapolis. Here, you’ll not only get to benefit from the exceptional employment and internship opportunities the city has to offer but also its diverse culture and lively personality. From cool cultural districts with unique entertainment, shopping, and dining options to outdoor festivals, professional and amateur sports events, hiking and biking trails, and more, Marian University is conveniently located in the heart of it all. Whether it’s walking around Monument Circle, floating down the canal in a paddleboat, visiting the various historical sites and museums, or dining on Mass Ave, you’ll quickly find your favorite local hangouts and love this city just as much as we do.

Marian University Indy


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