Location: West Hartford, CT Category: Staff Posted On: Fri May 7 2021 Job Description:
The incumbent in this position supports and coordinates a fast-paced office and provides clerical support to the faculty and/or staff with the Nursing Department. The position serves as a liaison between the Nursing Department and the University community by interacting with students, faculty, staff and administration. The incumbent assists with almost all aspects of maintaining the functions under the direction of the Dean, Chair or Director. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.
Responsibilities (Include but are not limited to)
Acts as a liaison between the Dean, Chair or Director and specific departments and the general public. May act as receptionist for the Nursing Department, answers and screens telephone calls, visitors and/or mail, takes messages.
Responds to routine requests for information regarding all Nursing Department programs and events and refers complex requests to appropriate staff or faculty members.
Manages daily functioning of the Nursing Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.
Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for Nursing Department events.
Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chair or Director and other faculty and staff. Collects and disseminates information within and beyond the University accordingly.
Organizes and maintains files and records in accordance with Nursing Department procedures, and follows up on pending matters.
Coordinates and maintains all surveys, agendas and reports generated by the Nursing Department; assembles data and compiles statistical information as needed.
Obtains information from other administrators or outside representatives.
Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures).
Uses appropriate software and information sources to continually update and improve the Department's web presence.
Supports Nursing Department in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
Establishes own work priorities under the policies and procedures of the Department.
Uses appropriate discretion and judgment relating to the Dean's, Chair's or Director's schedule, correspondence and commitments.
Recognizes and maintains circumstances of a confidential nature.
Maintains office course, and student files according to department procedures
Opens and distributes mail; Handles all copy requests
Generates routine letters, memos, exams, syllabi
Updates nursing student data bases (graduate and undergraduate)
High School diploma or equivalent required; Associates or Bachelor's degree preferred.
Three to five years' experience as an administrative assistant
Experience in higher education a plus
Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer clerical support to more than one person
Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines
Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents.
Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail
Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management).
Demonstrated ability to recognize and appropriately handle matters of a confidential nature
Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
Cultural competency to work with diverse student and/or employee population
Commitment to the mission of the University of Saint Joseph
Physical ability to perform the essential functions of the position, with or without reasonable accommodation.
Salary is commensurate with qualifications and experience.
The University of Saint Joseph is building a culturally diverse faculty & staff and strongly encourages applications from women and people of color.
The University of Saint Joseph, founded by the Sisters of Mercy in the Catholic tradition, provides a rigorous liberal arts and professional education for a diverse student population in an inclusive environment that encourages strong ethical values, personal integrity, and a sense of responsibility to the needs of society.At University of Saint Joseph, our mission statement profoundly resonates with our faculty and staff and serves as the foundation upon which our employment policy is built.We seek to attract, develop and retain individuals who are committed to our mission. We are committed to providing an environment where diverse talents, perspectives, experiences and contributions are recognized, and one that promotes the "growth of the whole person" with resources that enable employees to meet professional and personal life needs.