Administrative Assistant - Schools of Health Sciences & Nursing

Primary Role: Provide excellent service through courteous, informed, accessible and professional engagement by supporting the College’s academic team, students, faculty and staff. Position provides direct administrative, clerical and technical support to the Deans, Program Chairs, and Faculty.

Primary Duties and Responsibilities

Responsibilities and Duties for Schools of Health Sciences and Nursing

• Provides front desk coverage/phone line coverage for Schools of Health Sciences and Nursing
• Maintain student records in compliance with campus and school policies and state regulations and accreditation standards.
• Monitors students for compliance with criminal background check and drug screening
• Review document manager database and notify students and faculty of missing records or upcoming immunization renewals.
• Monitor Indiana State License Registry for licensing verification. Analyze and follow up on missing results.
• Sends correspondence to admitted students regarding registration, orientation, and health record requirements at direction of dean, chair, faculty, advisors.
• Maintains faculty tutoring and RN tutor schedules and posts in IvyLearn org and on campus bulletin boards.
• Schedules student appointments with advisors and makes reminder calls to students about appointments.
• Provide student communication regarding success program-specific and campus-wide events.
• Maintains student organization pages in IvyLearn, including orientation quizzes, resources materials, and announcements in collaboration with Dean of and faculty.
• Assists dean in preparing students for NCLEX application, background check, and testing.
• Prepare certificates of completion for dean signature and mailing to state board of nursing.
• Assist with survey compliance
  • Review and update nursing survey distribution lists
  • Assist with nursing survey completion
  • Manage alumni contact lists (to support graduate surveys)
• Enter NCLEX results in SOATEST
• Perform a wide variety of administrative tasks, including managing deadline-oriented communications, data entry and the drafting and editing of reports, and other materials.
• Maintain effective office procedures and efficient work flows; implement policies and procedures set by Ivy Tech;
• Work independently on complex work assignments, review progress and evaluate results and update management as appropriate; establish a shared vision and take responsibility for team goals, present ideas, concepts and instructions in a clear manner.
• Arrange and confirm travel accommodations, submit travel requests, prepare travel vouchers and reimbursements, ensuring compliance with all applicable policies
• Collaborate and manage department and program purchase requests, allocations, and manage requisitions, purchase orders and payments. Troubleshoot issues, when applicable.
• Maintain appropriate inventory of necessary digital forms, ensuring professional appearance of outgoing documents.
• Assists with records on office supplies and lab equipment. Maintain, operate, and troubleshoot office equipment.
• Demonstrate strong commitment to student development and success through advocacy, positive attitude, adaptability, approachability, problem solving, and support.  
• Support the College by demonstrating a strong commitment to inclusionary practices in which all people are valued, supported, and respected.

External and internal relationships

• Develop and maintain positive, professional, liaison relationships with various internal and external customers including colleagues, students, community partners and the general public.
• Manage the logistics of inviting, implementing, and providing follow-up communication for the Program Advisory Committee meetings twice per year
• Assist dean, faculty, chairs, advisor with room reservation requests, work orders, help desk tickets, purchase orders, reimbursement requests, and other standard processes.
• Schedules student and visitor appointments with faculty and dean of nursing as needed.

Adjunct Faculty Contracts

• Manage the adjunct faculty and overload contract process by creating course reports, maintaining Adjunct and Faculty Database, prepare sample contracts for consistency, and maintain training documents for the adjunct faculty contract processing.
• Collaborate with Human Resources to verify accuracy of annual pay increases and ensure compliance with policies and standards for auditing purposes.
• Prepare adjunct faculty and full-time faculty overload pay sheets and prepare contracts, distribute and track for the Schools of Health Sciences and Nursing

Perform other duties as assigned.

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