Job Description:

Posting Number:

Staff_0403329

Classification Title:

Staff

Working Title:

Nursing Administrative Assistant

Datatel Position ID:

ARPA5NURADAS1A

Annual Hours:

2080

Placement Range:

$20.80

Position Type:

Regular

Job Category:

Non-Exempt

General Description:

The Nursing Administrative Assistant works directly with nursing program leadership for the overall operation and management of the nursing programs. Other responsibilities are to perform administrative and secretarial duties of complex and confidential nature in support of departmental activities to relieve program directors of clerical and minor administrative responsibilities and to maintain the efficiency of departmental office operations. Lastly, efficiency and flexibility must be maintained in order for these multi-faceted programs to provide optimum student services.



This appointment is contingent upon availability of grant funding. Once the funds from the grant that provide funding for this appointment are no longer available, this appointment may be terminated without cause upon written notice to the employee.

Reports To:

Dean of Health Professions, Assistant Dean of HP/Nursing Program Director

What position(s) reports to this position?:

N/A

Minimum Education/Experience:

Associates degree


Minimum (2) years full-time work experience in an office support role.


Equivalency/Substitution: Will accept (2) years full-time work experience in an office support role in lieu of degree for a total of (4) years of work experience.

Required Knowledge, Skills & Abilities:

Knowledge:
Experience with a student information system (such as Colleague, etc)are preferred


Experience with a learning management system (such as Moodle, etc), and virtual meeting systems (Microsoft Teams, Zoom, etc) are preferred


Knowledge of and operation of basic office machines


Personal integrity, honesty, and the ability to maintain confidentiality


Understanding of the mission, goals, and objectives of a community college

Skills:
Excellent oral communication skills


Excellent customer service skills providing a welcoming presence for the Health Professions department and the Nursing program


Excellent written communication skills including the ability to draft letters and other correspondence, create forms and tracking spreadsheets


Excellent problem-solving, critical thinking, and organizational skills


Excellent computer skills as evidenced by experience with Microsoft Office products, including Excel, Access, and Word

Abilities:

Ability to communicate positively with students, faculty and staff, and guests


Ability to manage multiple competing priorities and meet deadlines


Ability to work with the public and be sensitive to the needs of students


Ability to work and communicate effectively with a diverse student population

Physical Demands/Working Conditions:

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:

The work is light work which requires the person in this position to occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:


This position requires the person to frequently communicate with and listen to staff, faculty, students and others to perform the essential functions of the position; must be able to exchange accurate information in various situations.


This position requires the person to operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.


This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.


This position requires the person to position self to access equipment, materials, or supplies that may be above head or ground level.


This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.


Work is performed in a relatively safe and secure indoor office setting.


Work is performed during normal office hours; some evenings and weekends may be required.

Preferred Qualifications:

(1) year full-time work experience in an office support role at an institution of higher education.

Required Training:

Quarterly training as required by the College

Work Hours:

Work is performed in a typical 40-hour, Monday - Friday, 8am -5pm work week.

Department:

Division of Health Prof.

Job Open Date:

11/20/2024

Open Until Filled:

No

HR Contact:

Latrina Rich

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter; resume; and copy of transcript that confers highest degree.


Applicants who do not attach the required documents will not be considered for the position.


For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement):

Answer incoming telephone calls for the nursing programs and triage accordingly.


Receive and assist nursing students, visitors, and other guests to the nursing office.


Provide information and answer general questions concerning the nursing program.


Creates and revises systems and procedures by analyzing operating practices, record keeping systems, forms control, and implementing changes.


Maintains student, accreditation, and other records deemed necessary for the day-to-day operation within the statutes of the law for state and national accreditation of the nursing program.


Designs and maintains reporting procedures to include excel files and databases regarding the nursing program statistics, confidential student information including GPA, course grades, exam scores, and statistical research. Prepares and generates related reports in a timely manner as required by the nursing program leadership and accreditation agencies.


Create, organize, and maintain office and nursing student records (paper and electronic) from date of entrance to completion/withdrawal from the program; include storage of program records specifically related to the instructor's list of student attendance and grades.


Types and edits reports, excel files, letters, calendars, and other required documents.


Maintains workflow by organizing office files, supplies and equipment. Provides expertise in the operation of office equipment, maintains supplies inventory.


Prepare and generates nursing program meeting minutes for nursing program leadership.


Processes incoming and outgoing correspondence and mail for the nursing program leadership and faculty.


Schedules and coordinates with nursing program leadership for meetings, ceremonies, conferences and travel arrangements for the nursing program leadership.


Participate in departmental meetings and other announced activities including marketing and recruitment activities.


Schedule rooms for conferences and meetings for nursing leadership and faculty.


Additional duties shall include other appropriate activities assigned by nursing program leadership.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures. Contribute to a safe educational & working environment. Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others. Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices. Participate in all applicable OCCC emergencies, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

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