Administrative Assistant - Schools of Health Sciences & Nursing

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.

Qualifications

Associates degree preferred

Two (2) years of administrative support experience and two (2) years of experience in applicable student support role.

• Good keyboarding and computer skills
• Systems & Software - proficient level of knowledge of Microsoft Office and working knowledge of Ivy Tech systems such as IvyAnalytics Banner Ivy Market or relevant position software programs.
• Adaptability to Change able to be flexible and supportive able to positively and proactively assimilate change in rapid growth environment.
• Analytical Aptitude & Problem Solving - able to analyze information problems situations practices and/or procedures collect and interpret data reason logically establish facts identify and define existing and potential issues recognize the interrelationships among elements draw valid conclusions develop recommendations as well as alternative courses of action select appropriate course follow up and evaluate.
• Critical Thinking & Judgement - able to make well-reasoned sensible and timely decisions based on careful objective review and informed analysis of available information considerations and other factors.
• Ethics able to demonstrate integrity professionalism civility and a high degree of ethics in all job-related actions.
• Multi-task and Organization - Ability to expeditiously organize coordinate manage prioritize and perform multiple tasks simultaneously to swiftly assess a situation determine a logical course of action and apply the appropriate response.
• Team Orientation & Interpersonal highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.

ORGANIZATIONAL RELATIONSHIP

Reports to the Dean for the Schools of Health Sciences and Nursing

Ivy Tech Community College is an accredited equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race color ethnicity national origin marital status religion sex gender sexual orientation gender identity disability age or veteran status. As required by Title IX of the Education Amendments of 1972 Ivy Tech Community College does not discriminate on the basis of sex including sexual harassment in its educational programs and activities including employment and admissions. Questions specific to Title IX may be referred to the Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.