Executive Assistant to the Dean of Health and Natural Sciences

Centreville, MI

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

Employees in this position, performing the full range of secretarial duties, function as a secretary coordinating office activities for the Health Sciences Department. They participate in and supervise the performance of a variety of clerical tasks, perform secretarial tasks, and participate in management support activities through application of a body of knowledge related to instructions, guidelines, and office equipment. This position provides support to the Dean of Health and Natural Sciences, Director of Allied Health, and students in the Nursing, Allied Health and Science programs.

Responsibilities

• Maintain and monitor student records, courses completed, student progress and other information needed to maintain accreditation records and standing for allied health and nursing students.
• Maintain and monitor student records through a computerized tracking system to ensure that students meet all prerequisites, are appropriately ranked, and graduates meet all degree requirements.
• Maintain statistical records for program accreditation/Michigan Department of Licensing and Regulatory Affairs (LARA).
• Maintain department websites, brochures, advertisements, and marketing materials for the programs.
• Organize the office and maintain computer, Etrieve, and physical files to document information.
• Handle all correspondence coming into and leaving the department in a polite and professional manner.
• Assist in planning of departmental or other events that promote department programs; schedule spaces, equipment and supplies.
• Collect and maintain records for students in the programs such as CPR, criminal background checks and immunization records.
• Assist in planning and organizing the MA Advisory Board and Division of Nursing Advisory Board meetings.
• Take minutes at all meetings held by the Nursing, Allied Health, and Sciences departments.
• Maintain Allied Health Advisory Board and Division of Nursing Advisory Board member's contact information.
• Maintain a calendar for the Dean of Health and Natural Sciences; set up meetings and schedule appointments.
• Support faculty and staff with ordering and stocking of supplies in the offices and labs for Nursing, Allied Health, and Sciences.
• Provide initial information about programs to new students.
• Set up contacts for graduation photos.
• Assist with documentation required by the State Board of Nursing, and other licensing boards and accrediting bodies.
• Serve as liaison between nursing clinical sites/faculty/nursing students.
• Set appointments for out of state fingerprinting and drug screens for Allied Health and Nursing Students.
• Serve as Local Agency Security Officer for the Allied Health and Nursing Departments.
• Maintain rosters for Kaplan cohorts for nursing students.
• Maintain spreadsheet for usage to update MiTC Training Website yearly.
• Monitor faculty immunization compliance for clinical instructors.
• Reconcile monthly credit card statement for Dean of Health and Natural Sciences.
• Maintain demographic nursing rosters that are distributed to advisors, financial aid, nursing faculty, and registration staff.
• Contact students referred through Watermark and complete spreadsheet.
• Update C N A packet and send to C N A employers each semester.
• Other duties within the scope of this position as assigned by the Dean of Health and Natural Sciences and the Director of Allied Health.

Requirements

• Associates degree (equivalent combination of education and experience may be substituted).
• Demonstrated keyboarding ability.
• Advanced knowledge in Microsoft Office Suite including Windows, Word, PowerPoint, Access, and Excel.
• Knowledge and skill in operation of computer, fax, photo-copier and other standard office machinery.
• A comprehensive command of grammatical structure, sentence structure, spelling, punctuation and the ability to compose, in good form, various correspondences.
• Excellent customer service skills including phone etiquette and interpersonal communication.
• Ability to multi-task several projects at the same time.

Nice-to-haves

• One year experience in secretarial position.