Executive Assistant to the Dean - School of Nursing and Allied Health Professions (Administrative Asst)
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Posted : Sunday, April 21, 2024 05:17 PM
Department
NURSING (KO-NURS-IUKOA)
Department Information
Under the general direction of the Dean, this position provides executive, administrative, and analytical support in a wide variety of areas including budgets, policies, planning, problem solving and special projects.
The incumbent manages and coordinates activities on the Dean's behalf, functions as a liaison to senior management across campus, independently identifies issues or problems within specific management areas, researches issues, prioritizes tasks, and works with a high degree of confidentiality and autonomy.
Job Summary Department Specific Responsibilities Provides administrative support to assist the Dean in meeting the goals and objectives of the School of Nursing; provide support for School committees as designated by the Dean.
Manages and oversees daily functioning of the school administrative office.
Works with staff to ensure coverage as well as maintaining efficiency.
Manage staff issues as they arise and consult with the dean and other administrative supervisors as needed.
Monitors all accounts within the School of Nursing to ensure compliance with budgets and University policies covering salary and operating expenditures.
Develops systems and spreadsheets to track income and operating expenses in conjunction with the monthly operating statements.
Reports the status of these accounts to the Dean including analyzing the accounts to highlight potential problems, and proposing solutions to correct the problems.
Interacts with IU purchasing and suppliers as required to facilitate procurement of needed supplies and equipment.
Interacts with campus Vice Chancellor of Finance relative to funding for needed equipment acquisitions.
Manages adjunct faculty contracts, faculty overload and workload documents.
Oversees all confidential and/or legal issues to maintain secure operation of the school.
Schedules officer responsible for creating and maintaining the distributed schedule of classes.
Initiates all SNAHP travel.
Maintains faculty/staff database used to generate special and general reports.
Initiates and generates all search and screen documentation relative to new hires, resignations, and retirements.
Completes employment paperwork for all faculty and staff to ensure compliance with all Human Resources policies and recordkeeping requirements.
Authors and creates documents at the request of the dean.
Initiates and oversees budget transfer from IUPUI of fee income resulting from graduate program enrollment.
Tracks administrative and personnel related expenses for the graduate program.
Initiates payroll documentation for all SNAHP adjunct faculty and special pay circumstances for all resident faculty via the HRMS payroll system.
Monitors the legal agreements between healthcare agencies and the School of Nursing to ensure compliance with applicable policies, procedures, accrediting and clinical agencies.
Uses judgment and discretion to gather and analyze relevant information to complete required surveys and reports to evaluate the school's functions for governmental and quasi-government agencies on a scheduled basis.
Brings information and issues relating to the affairs of the School of Nursing to the attention of the Dean.
Defines problems, conducts appropriate research, assesses the issues, formulates solutions, and makes recommendations to the Dean.
Develops responses for requests and inquiries from faculty, staff and students regarding school and university policies and procedures for the Dean's consideration.
' Provides assistance on a wide range of activities and assignments both internal and external to the school, i.
e.
, new school initiatives and proposals, student grievances, press releases, etc.
Provides detailed briefing materials for the Dean.
This would include providing pertinent facts, data and other background information prior to meetings and presentations, for reports, and in response to inquiries.
Processes cash receipts for all fundraising events/activities of the school, including student groups, and provide assistance as needed.
Oversees ATI testing process, to include arranging student bundles, processing necessary contracts for live and virtual review sessions and creating purchasing documents for payment of same.
Assists with test troubleshooting as needed.
Works with campus testing services regarding issues/needs of student TEAS testing.
Represents the School of Nursing on committees as designated by the Dean.
General Responsibilities Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately Manages executive's calendar, meetings, travel, correspondence, and budget.
Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
May perform other duties related to maintaining an internal website and/or working with social media.
Qualifications Combinations of related education and experience may be considered.
Education beyond the minimum required may be substituted for work experience.
Work experience beyond the minimum required may be substituted for education.
EDUCATION Required High school diploma or equivalent (such as HSED or GED) Preferred Bachelor's degree in a business related field WORK EXPERIENCE Required 4 years of relevant experience Preferred 5 years experience as an administrative assistant Experience in higher education or health professions SKILLS Required Excellent organizational skills Demonstrates ability to maintain confidential information Strong verbal communication and listening skills Excellent collaboration and team building skills Demonstrates excellent judgment and decision making skills Effective conflict management skills Preferred Ability to set priorities, organize and coordinate office operations, anticipate needs, work under the pressure of multiple deadlines and exercise good judgment, particularly with sensitive or confidential matters Ability to establish effective working relationships with faculty and staff at all levels within the University and with various organizations.
Demonstrated ability to work as a member of a team Demonstrates proficiency in using Word, Excel, ACCESS, and other information management tools Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment.
The position involves sedentary work as well as periods of time moving around an office environment and the campus.
The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location Kokomo, Indiana Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Multiple plan options for medical insurance Dental insurance Health Savings Account with generous IU contribution Life insurance, LTD, and AD&D options Base retirement plan contribution from IU, subject to vesting Additional supplemental retirement plan options Tuition benefit for IU classes 10 paid holidays per year Generous Paid Time Off Paid Parental Leave Employee Assistance Program (EAP) Learn more about our benefits by reviewing our online Benefits Brochure.
Job Classification Career Level: Mastery FLSA: Nonexempt Job Function: General Administration Job Family: Administrative Support Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date.
This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.
To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity Indiana University is an equal employment and affirmative action employer and a provider of ADA services.
All qualified applicants will receive consideration for employment based on individual qualifications.
Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status.
Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX.
Questions or complaints regarding Title IX may be referred to the U.
S.
Department of Education Office for Civil Rights or the university Title IX Coordinator.
See Indiana University’s Notice of Non-Discrimination here which includes contact information.
Campus Safety and Security The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online.
You may also request a physical copy by emailing IU Public Safety at iups@iu.
edu or by visiting IUPD.
Contact Us Request Support Telephone: 812-856-1234
The incumbent manages and coordinates activities on the Dean's behalf, functions as a liaison to senior management across campus, independently identifies issues or problems within specific management areas, researches issues, prioritizes tasks, and works with a high degree of confidentiality and autonomy.
Job Summary Department Specific Responsibilities Provides administrative support to assist the Dean in meeting the goals and objectives of the School of Nursing; provide support for School committees as designated by the Dean.
Manages and oversees daily functioning of the school administrative office.
Works with staff to ensure coverage as well as maintaining efficiency.
Manage staff issues as they arise and consult with the dean and other administrative supervisors as needed.
Monitors all accounts within the School of Nursing to ensure compliance with budgets and University policies covering salary and operating expenditures.
Develops systems and spreadsheets to track income and operating expenses in conjunction with the monthly operating statements.
Reports the status of these accounts to the Dean including analyzing the accounts to highlight potential problems, and proposing solutions to correct the problems.
Interacts with IU purchasing and suppliers as required to facilitate procurement of needed supplies and equipment.
Interacts with campus Vice Chancellor of Finance relative to funding for needed equipment acquisitions.
Manages adjunct faculty contracts, faculty overload and workload documents.
Oversees all confidential and/or legal issues to maintain secure operation of the school.
Schedules officer responsible for creating and maintaining the distributed schedule of classes.
Initiates all SNAHP travel.
Maintains faculty/staff database used to generate special and general reports.
Initiates and generates all search and screen documentation relative to new hires, resignations, and retirements.
Completes employment paperwork for all faculty and staff to ensure compliance with all Human Resources policies and recordkeeping requirements.
Authors and creates documents at the request of the dean.
Initiates and oversees budget transfer from IUPUI of fee income resulting from graduate program enrollment.
Tracks administrative and personnel related expenses for the graduate program.
Initiates payroll documentation for all SNAHP adjunct faculty and special pay circumstances for all resident faculty via the HRMS payroll system.
Monitors the legal agreements between healthcare agencies and the School of Nursing to ensure compliance with applicable policies, procedures, accrediting and clinical agencies.
Uses judgment and discretion to gather and analyze relevant information to complete required surveys and reports to evaluate the school's functions for governmental and quasi-government agencies on a scheduled basis.
Brings information and issues relating to the affairs of the School of Nursing to the attention of the Dean.
Defines problems, conducts appropriate research, assesses the issues, formulates solutions, and makes recommendations to the Dean.
Develops responses for requests and inquiries from faculty, staff and students regarding school and university policies and procedures for the Dean's consideration.
' Provides assistance on a wide range of activities and assignments both internal and external to the school, i.
e.
, new school initiatives and proposals, student grievances, press releases, etc.
Provides detailed briefing materials for the Dean.
This would include providing pertinent facts, data and other background information prior to meetings and presentations, for reports, and in response to inquiries.
Processes cash receipts for all fundraising events/activities of the school, including student groups, and provide assistance as needed.
Oversees ATI testing process, to include arranging student bundles, processing necessary contracts for live and virtual review sessions and creating purchasing documents for payment of same.
Assists with test troubleshooting as needed.
Works with campus testing services regarding issues/needs of student TEAS testing.
Represents the School of Nursing on committees as designated by the Dean.
General Responsibilities Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately Manages executive's calendar, meetings, travel, correspondence, and budget.
Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
May perform other duties related to maintaining an internal website and/or working with social media.
Qualifications Combinations of related education and experience may be considered.
Education beyond the minimum required may be substituted for work experience.
Work experience beyond the minimum required may be substituted for education.
EDUCATION Required High school diploma or equivalent (such as HSED or GED) Preferred Bachelor's degree in a business related field WORK EXPERIENCE Required 4 years of relevant experience Preferred 5 years experience as an administrative assistant Experience in higher education or health professions SKILLS Required Excellent organizational skills Demonstrates ability to maintain confidential information Strong verbal communication and listening skills Excellent collaboration and team building skills Demonstrates excellent judgment and decision making skills Effective conflict management skills Preferred Ability to set priorities, organize and coordinate office operations, anticipate needs, work under the pressure of multiple deadlines and exercise good judgment, particularly with sensitive or confidential matters Ability to establish effective working relationships with faculty and staff at all levels within the University and with various organizations.
Demonstrated ability to work as a member of a team Demonstrates proficiency in using Word, Excel, ACCESS, and other information management tools Working Conditions / Demands This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment.
The position involves sedentary work as well as periods of time moving around an office environment and the campus.
The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location Kokomo, Indiana Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including: Multiple plan options for medical insurance Dental insurance Health Savings Account with generous IU contribution Life insurance, LTD, and AD&D options Base retirement plan contribution from IU, subject to vesting Additional supplemental retirement plan options Tuition benefit for IU classes 10 paid holidays per year Generous Paid Time Off Paid Parental Leave Employee Assistance Program (EAP) Learn more about our benefits by reviewing our online Benefits Brochure.
Job Classification Career Level: Mastery FLSA: Nonexempt Job Function: General Administration Job Family: Administrative Support Click here to learn more about Indiana University's Job Framework.
Posting Disclaimer This posting is scheduled to close at 11:59 pm EST on the advertised Close Date.
This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.
To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
If you wish to include a cover letter, you may include it with your resume when uploading attachments.
Equal Employment Opportunity Indiana University is an equal employment and affirmative action employer and a provider of ADA services.
All qualified applicants will receive consideration for employment based on individual qualifications.
Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status.
Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX.
Questions or complaints regarding Title IX may be referred to the U.
S.
Department of Education Office for Civil Rights or the university Title IX Coordinator.
See Indiana University’s Notice of Non-Discrimination here which includes contact information.
Campus Safety and Security The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online.
You may also request a physical copy by emailing IU Public Safety at iups@iu.
edu or by visiting IUPD.
Contact Us Request Support Telephone: 812-856-1234
• Phone : (812) 856-1234
• Location : 2300 S Washington St, Kokomo, IN
• Post ID: 9003984044