ADN Program Administrative Assistant, Doheny Ca...
About Mount Saint Mary's University:
Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equity, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active, global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.
Serves Program ADN secretary to support all administrative aspects of the ADN. Program.
Provide secretarial support (e.g., handle correspondence, assist with communicating information to the University community) to the Director of the Associate Degree in Nursing Program, including: coordinating calendar, meetings, copying, book orders, phone calls and travel for program director, create and/or type letters for program director as directed or dictated. Also cover phone calls of ADN secretary and filter incoming calls to faculty as needed.
Manage daily operations of ADN office. Hire, train, and supervise student office workers. Organize all aspects of faculty meetings including creating agendas with the Director, taking and logging meeting minutes, and arranging lunch and refreshments.
Work with the Admissions office and Advisement office to create and maintain database of nursing student candidates in regard to all aspects of the admission process for fall and spring. Use the Datatel, ImageNow, and Canvas programs to ensure data accuracy, coordinate student interviews, generate and maintain student lists and letters as needed. Work with the Assistant Director with all aspects of the admissions process for non-matriculating student candidates for fall and spring.
Organize and maintain all faculty contact information and licensing requirements via hard-copy files and computer database for the ADN Program. Type and maintain all correspondence and any interdepartmental memos.
Prepare with the ADN Program Director all Board of Registered Nursing, ADN Program Approval and accreditation materials for the ADN Program and assist with the accreditation process.
Coordinate the Orientation Program for the new students of the ADN Program, fall and spring semesters.
Coordinate the completion ceremony for the ADN Program, Fall and Spring semester graduates.
Organize and communicate with Kaplan in enrolling and maintaining cohort rosters for testing and proficiency exams.
Act as liaison between I.T and the ADN office staff and faculty for all computer issues including multiple new faculty email accounts, ongoing computer repair issues and all computer needs.
Act as liaison between the University and the ADN office staff and faculty for office issues including making keys, ongoing monitoring of office and classroom temperature and all other housekeeping needs.
Act as a liaison between the University and new hires ensuring new faculty complete all necessary paperwork in the hiring process.
Able to work a flexible schedule as needed to meet the needs of the ADN Program weekend evening format.
Other Duties and Responsibilities:
Assist nursing faculty, as necessary, with preparation for classes.
Maintain MSMU Web site for the ADN Program to include Student Handbook, ADN Program Faculty Handbook, and MSMU Catalog updates.
Schedule and coordinate program events, such as Monthly Faculty Meetings, Student Town Hall Meetings, Admission Meetings, Advisory Council and ADN Program Graduation and Pinning completion ceremony.
Communicate with all nursing Faculty regarding all ADN Program related requirements.
Assist in coordination of all aspects of Board of Registered Nursing Program Approval / accreditation visits for the ADN. Program.
Oversee and complete in coordination with the Office of Institutional Research Detailed Board of Registered Nursing online ADN Program annual surveys related to enrollment, retention and attrition statistics.
Coordinate with the ADN Program Director full-time and adjunct, annual and per semester faculty contract data as needed for the Office of the Provost.
Perform other job-related duties as assigned.
Have a general understanding and the ability to work with or in the absence of a clinical coordinator to complete necessary duties.
Strong working knowledge of office management and administrative support protocol, standard office procedures and equipment, and modern business English.
Good working knowledge of basic- to intermediate-level computer skills and word processing, spreadsheet and presentation software applications (i.e. MS Word, Excel, PowerPoint), as well as database software applications.
Working knowledge of a higher education environment preferred.
Abilities and Skills:
Effectively organize, prioritize and handle multiple tasks to meet established deadlines.
Effectively track and manage multiple projects and budgets.
Effectively plan and coordinate special events (e.g. prepare budget, design invitations, create mailing lists, prepare expense/revenue report, plan menus and entertainment).
Analytical, detail-oriented and accurate.
Build rapport and communicate/work effectively with a wide variety of people, including faculty, students, staff, accrediting agencies and affiliated agencies.
Exercise initiative, discretion with confidential matters, sound judgment and decision making, and work independently on tasks/projects.
Strong customer service orientation.
University degree or equivalent combination of education, training, and experience preferred.
Three to five years' experience in an office environment.
One to three years' experience as an Executive Assistant.
Some experience in management or supervisory capacity preferred. Experience in an academic setting preferred.
Work Location: Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.