Academic Administrative Assistant

Title: Academic Administrative Assistant

Number of Positions: 1

Department: Nursing and Health Sciences

Classification: 3 on campus

Pay Rate: $35,340-$43,090/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Position Summary: To provide administrative support for the Nursing Department, including departmental staff and the Dean, full-time and adjunct faculty, as well as both Radiology and Surgical Tech programs. Responsibilities include supporting operations across the Strawberry Plains, Magnolia Avenue, and Blount County campuses; coordinating special events; and assisting with the maintenance of student records. This position is primarily based at the Strawberry Plains campus although responsibilities can shift to any campus based on department, School, and/or College need. 

Essential Functions:

45% Office Management: Performs administrative duties required for the operation of the Department of Nursing and Health Sciences. Handles confidential and non-routine information, understand and explain college policies when necessary. Prepares various types of reports for supervisor's approval, compiling information and analyzing data from a variety of sources, including surveys (student, employer). Maintains complex departmental databases including learning Management systems for clinical requirements for faculty and students. Screens visitors and telephone calls for director. Screens nursing mail; opens and prioritizes mail; reroutes mail to appropriate individuals.

45% Administrative Support: Provide administrative, clerical and technical support to the dean, director, and academic coordinators and all faculty and staff within the school. Screens visitors in person or on the phone, and provides assistance, takes messages or directs to other individuals or departments as appropriate. Create and maintain relevant reports and documentations as needed. Secure required acknowledgements and maintain record of contracts. Effectively and accurately use Microsoft suite products (word, PowerPoint, Excel, Teams, OneDrive, SharePoint, etc.) to assure the performance of tasks with a high level of organization and functionality. Assist in the planning and arranging of special events held or sponsored by the academic school such as advisory board meetings. Schedule conference rooms and other areas through 25Live reservation system for meetings and other academic school gatherings. Attend meeting held within the academic school, take and disseminate minutes, and organize catering arrangements when needed. Takes minutes at faculty meetings. Assist in maintaining departmental personnel and student records including recruitment, (scheduling interviews). Control and assign offices, assign building/office/classroom keys, faculty clinical, ID badges, obtain office

supplies, obtain telephone access for full-time faculty. Updates and maintains faculty employment documentation including CPR, licensures, FAQ’s, continuing education courses in the Brightspace Nursing Documentation course. Creates, receives, reviews and maintains data bases containing student records. Coordinates and tracks student, background check and drug screen completion on all nursing students, keeping strict confidentiality. Provides factual information regarding programs, services, and eligibility requirements.

5% Collaboration: Creates, maintains, and updates computerized department files and records (e.g., NCLEX data, graduation applications, etc.) for reports, future projects and to aid in departmental decision making. Serve on committees as appointed, volunteer to assist campus groups, most notably Support Staff Council. Collaborate with other academic schools, departments, and divisions across the College to create an environment conducive to institutional success. Assists with graduation and orientation activities (and other events as needed). 

5% Other duties as assigned to fulfill the strategic priorities and mission of the College.

Job Requirements:

A minimum of an Associate’