Nursing Office Assistant

Overview

This position provides administrative and operational support to the Nursing Department by coordinating clinical placements, assisting with academic scheduling, and supporting accreditation activities to ensure effective department operations.

 

Benefits include: medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.

Qualifications

EDUCATION

• Associate's Degree in Office Technology, or related discipline OR equivalent combination of education and experience. Required

EXPERIENCE

• Three (3) years of secretarial/administrative experience to include data processing/data entry, OR, a degree in Office Technology , OR, equivalent combination of experience and education. Required
• Experience with nursing education and clinical requirements. Preferred
• Experience preparing compliance reports for Accreditation Commission for Education in Nursing (ACEN) and the Pennsylvania State Board of Nursing (SBON). Preferred

ABILITIES AND SKILLS

• Interpersonal skills necessary to deal effectively and courteously with faculty, staff, students, administration, affiliating-site personnel, and the public. Required
• Ability and willingness to adopt the philosophy of the Penn College nursing programs and serve as a role model to students, staff, and faculty. Required
• Functional ability with microcomputers and ability with and/or willingness to learn database and spreadsheet applications used in the office. Required
• Must be able to work in a fast-paced, changing, challenging, and stressful environment. Required
• Knowledge of all office procedures and proficiency in spelling, grammar, composition of letters, typing and filing. Required
• Ability to resolve routine problems with accuracy and composure. Required
• Ability to work with limited supervision and little verification where errors have minimal impact on organizational goals or finances. Required
• Capable of dealing with a variety of assignments simultaneously. Required
• Knowledge of departmental policies, procedures, and operations. Required
• Developed organizational skills to include ability to prioritize functions and time management. Required
• Familiarity with the ACEN self-study accreditation process. Preferred

 

Responsibilities

Prepare the master schedule, including input related to classroom, campus lab, and clinical sites for review by Assistant Dean of Nursing and Directors.

Assist with scheduling faculty and students at course level; assign student advisors; schedule students in absence of advisors for approval; distribute class rosters, schedules, and other pertinent materials; and collect and compile and forward such materials to appropriate offices.

Assist in general research projects, e.g., contact sources for data, compile statistics, etc.

Maintain uptodate filing and retrieval system.

Attend continuing education programs for selfimprovement and program related certifications.

Act as liaison with clinical sites and affiliations to establish availability of clinical units, schedule the units with the agency for the students, and schedule rotations sites as required by the faculty.

Monitor program compliance with clinical agency policies and procedures.

Assess and update the status of clinical agency contracts, for renewal as indicated.

Collect and compile data from student, graduate, alumni and other surveys for the purpose of outcomes assessments and program improvement.

Assist with preparation of accreditation/ approval materials and during site visits from ACEN and SBON.

Prepare outside agency reports including grants, ACEN and SBON for review by the Assistant Dean of Nursing and Directors.

Track clinical requirements for students (e.g. drug screening, background reports, etc.) and notify appropriate faculty and director if deficiencies exist.

Assist with grant proposals and followup activities.

Assist with marketing and recruitment of students into all nursing programs.

Assist with new student orientation as requested.

Prepare student clinical placement schedules each semester for review by the Assistant Dean of Nursing and Directors.

Coordinate the initial and ongoing orientation process for students in the clinical setting.

Assist the Assistant Dean of Nursing to process the SBON portion of licensure applications for graduates.

Facilitate office procedures by developing and implementing improved methods for completing the job requ