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Office Manager and Student Advisor

DEPARTMENT: Division of Nursing


QUALIFICATIONS:

  • Associate degree required, Bachelor’s degree preferred
  • Specialized training and one-year related experience, minimum three years’ experience in an office environment
  • Office management/coordination abilities
  • Independent decision-making, ability to exercise good judgement, accuracy, flexibility, and well-developed critical thinking skills.
  • Ability to work in an environment of shifting priorities, frequent interruptions, hectic pace, high level of interaction with students, staff and/or the public.
  • Working knowledge of computer software programs which includes Word, Excel, institutional mainframe computer system software, or similar programs.
  • Excellent written communication skills including proficiency in business English, grammar, punctuation, and spelling.
  • Ability to handle highly confidential matters and materials with discretion.
  • Ability to work independently as well as be a collaborative team player in completing assigned tasks and meeting deadlines.
  • Excellent customer service skills including phone and in-person reception etiquette.
  • Proficiency with office machines including fax, scanner and copy machine.

REPORTS TO:

  • Director of the Division of Nursing
  • Assistant Director of the Division of Nursing

PERFORMANCE RESPONSIBILITIES:

  • Provide an education with a Leadership and Technology focus and enliven that provision through adherence to the Quaker principles of simplicity, peace-making, integrity, community, and equality.
  • Represents the University in a positive manner with prospective, current, and former students, employees, and the community.
  • Demonstrates enthusiasm, self-motivation and a positive attitude in meeting and dealing effectively and courteously with students, other personnel, and all members of the community.
  • Interprets departmental and/or university policies and procedures.
  • Works harmoniously with others
  • Performs in a manner which benefits student learning.
  • Types, proofreads, and edits content of correspondence, documents, and presentation materials.
    • May compose, sign, and release correspondence and/or reports.
    • Gathers, compiles, and maintains data and generates reports.
    • Sets up, organizes, and maintains electronic and/or paper filing system.
    • Screens, directs, and responds to incoming calls, emails, and inquiries.
    • Communicates division and/or university policies and procedures as appropriate.
    • Prioritizes, distributes, and/or takes action on incoming and outgoing mail.
    • Process purchase orders, check requests, other forms and maintain copies.
    • Assists with developing the budget.
    • Greets visitors, responds to requests, resolves complaints as appropriate and in accordance with stated policy and procedures; makes referrals.
    • Order office, lab, and faculty supplies, perform inventory control duties, and request maintenance and repair on office equipment.
    • Follows up on actions, ensures decisions are implemented, prepares contracts, and/or notifies appropriate parties.
    • Establishes and maintains an accepting office environment by exhibiting an appreciation of cultural diversity.
    • Participates in and supports the strategic agenda process.
    • Coordinate meetings, travel and/or conference arrangements, resolve conflicting demands.
    • Assists with scheduling appointments, prospective visits, and meetings.
    • Performs duties as assigned.

 

SPECIFIC PERFORMANCE RESPONSIBILITIES:

  • Provides a physical presence to greet current and prospective students.
  • Develops agenda and records minutes of division, advisory committee, and other meetings.
  • Provides support and advising to enrolled and prospective nursing students (in coordination with the assistant nursing director).
  • Registers students into courses.
  • Provides clerical assistance with preparation of facility agreements and preceptor agreements. Works with Clinical Coordinator in maintaining contracts and contact information on facilities for clinicals and preceptors.
  • Track student health records and various documents for clinicals.
  • Track student progress in the nursing program.
  • Gathers and maintains student educational records.
  • Prepares annual/quarterly Iowa Board of Nursing reports.
  • Provides clerical support to faculty.
  • Coordinate events such as the White Coat, Visit Day, and Pinning Ceremonies.
  • Collect and approve Intent to Graduate forms and credits in conjunction with the Registrar’s Office. Process nursing pin orders.
  • Monitors student make-up tests or videos when needed.
  • Prepares Systematic Evaluation Plan (SEP) for annual review.
  • Coordinates Commission on Collegiate Nursing Education (CCNE) reports with faculty.
  • Effectively train, motivate, and evaluate work study employees.
  • Provides general support to nursing director, faculty, and students.
  • Mentor, organize, provide support, and train officers for SNO in leadership.
  • Staff Advisor for SNO
  • Assist SNO with clerical and budget needs.

 

The performance of this position will be evaluated in accordance with the policies established by the Board of Directors of William Penn University.


TERMS OF EMPLOYMENT: At will employee


STATE DATE: Immediately


REPLACEMENT OR NEW POSITION: Replacement


APPLICATION SENT TO:

Send letter of application and resume:


Human Resources

William Penn University

201 Trueblood Ave.

Oskaloosa, IA 52577


WILLIAM PENN UNIVERSITY IS AN EQUAL OPPORTUNITY PROVIDER AND EMPLOYER.