Administrative Assistant, Carolyn McKelvey Moore School of Nursing

Closing Date:

University of Arkansas - Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that's redefining higher education. We're on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor's, and master's degrees. We're committed to building a diverse community that mirrors Arkansas's rich tapestry, reflecting our dedication to serving the state's varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Required Education and/or Work Experience:

Minimum qualifications: include the formal education equivalent of a high school diploma; plus two years specialized training or experience in clerical or secretarial field. Other job-related education and/or experience may be substituted for all or part of these requirements.

Preferred Education and/or Work Experience:

Prefer an A.A.S. degree in office administration or selected field plus administrative secretarial experience.

Essential Job Duties and Responsibilities:
Semi-annual duties: (20%)

• Maintains criminal background check, immunizations, COVID vaccination, TB skin test/waiver, drug screen, CPR certification and medical release records for students.

• Reviews student documents including applications and medical release forms for accuracy, completeness, and compliance with laws and regulations.

• Prepare documents for student registration for licensing examinations.

• Contacts local agencies for student award sponsorship.

• Prepares and assists with the organization of the School of Nursing awards programs.

• Drafts news release for speaker for School of Nursing Award Program.

• Works with clinical agencies bi-annually and as needed to solicit clinical units for courses.

• Schedule faculty and students for agency orientation and training as mandated by the clinical facility.

• Schedules orientation bi-annually for incoming school of nursing students.

• Prepares textbook and printed material orders.

• Proof, format, type, and edit nursing program syllabi.

• Maintains faculty office hour/clinical/class schedules.

• Assists in arranging advisory committee meetings by scheduling, mailing information, arranging meeting rooms, taking and maintaining minutes, etc.

• Researches various data storage and/or student records to obtain information and compiles data for reports.

Other Duties: (75%)

• Composes and types routine correspondence and form letters, maintains activity logs and/or financial ledgers, and submits reports to supervisor.

• (2%) Provides information, assistance, and clarification to interested parties concerning agency/institutional policies and procedures.

• (3.5%) Maintains and files student counseling records and critical incident reports.

• (10%) Drafts annual accreditation reports to the Arkansas State Board of Nursing (ARSBN) and the Commission on Collegiate Nursing Education (CCNE) and other accrediting agencies after researching student records to obtain information and compile data for reports.

• (3.5%) Prepares and mails graduate and employer surveys at 6 month and 12-month intervals as mandated by accrediting agencies.

• (4%) Inputs faculty teaching and clinical schedules into banner.

• (3.5%) Compiles financial information used to formulate budget proposals and monitors the budget expenditures.

• (5%) Serves as secretary for varied School of Nursing committees, Admission and Advisement, Recruitment, Retention and Remediation, Curriculum, Assessment and Level Coordinator

• (3.5%) Assists with the receipt and processing of admission applications for the School of Nursing.

• (3.5%) Schedules appointments and maintains calendar for the Executive Director of Nursing.

• (3.5%) Schedules rooms for classes, clinical, labs, and meetings.

• (3.5%) Acts as office receptionist when needed by greeting and directing students and visitors, directing incoming calls, responding to routine questions regarding policy and procedures or making referrals to other sources of information.

• (3 .5%) Communicates with faculty and staff on behalf of the Assistant Executive Director of Nursing and/or the SON Executive Director of the School of Nursing and the Dean of the College of Health, Education, and Human Sciences as needed.

• (3.5%) Composes, proofreads, types and edits various documents including letters, memoranda, forms, and training materials.

• (3.5%) Prepares requisitions for departmental purchases, including lab equipment, lab supplies and equipment repairs.

• (3.5%) Makes travel arrangements.

• (3.5%) Notifies departmental faculty regarding deadline dates for evaluations and activities as necessary.

• (3.5%) Acquires necessary textbook desk copies for faculty and maintains a log of textbooks distributed to faculty.

• (3.5%) Proof, format, type, and edit SON Faculty and Student Handbooks.

• (5%) Maintains select outcome data (National Council Licensure Examination pass rates, retention rates, graduation rates, job placement) for the School of Nursing.

Other Job Duties and Responsibilities: (5%)

• Prepares and enters departmental work orders.

• Prepares PowerPoint presentations as requested.

• Maintains office equipment.

• Performs duplication and copying as needed.

• Orders and supplies paper for the school of nursing.

• Maintains sufficient supplies for the office and work unit by conducting a physical inventory, ordering, receiving and restocking supplies.

• Keeps computer lab printers stocked with paper.

• Assists faculty with typing, organization, and printing of tests as needed.

• Picks up materials and supplies across campus as needed.

• Unlock classrooms each day.

• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork.

• Requires consistent on-time attendance.

• This description is not designed to cover a comprehensive listing of activities, duties, and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

• Other duties as assigned.

Knowledge, Skills, and Abilities:
To perform the job successfully, the following competencies are required for the essential functions of this position:

• Knowledge of grammar, punctuation, and spelling.

• Knowledge of general office procedures.

• Knowledge of word processing applications to include Microsoft Office Suite.

• Operate standard office equipment.

• Excellent customer service and interpersonal skills.

• Provide information and assistance to faculty, staff, visitors, students, and callers.

• Extract and organize information.

• Work effectively in a team environment.

• Possess skills to provide clear and concise communication, multi-tasking, and organizational abilities.

Additional Information:

Working Relationships
Develop effective working relationships with:
* UA Fort Smith Administration
* College of Health, Education, and Human Science Administration
* College of Health, Education, and Human Science Faculty and Staff
* College of Health, Education, and Human Science Students
* School of Nursing
* School of Nursing Advisory Board
* Community Health Care Providers
* Community Leaders
* Fort Smith Community

List Employees Supervised: None

Special Job Dimensions: Travel to and from clinical sites. Abilities include walking, standing for up to twelve hours, bending, reaching, turning, listening, observation, and moderate to heavy lifting (at least 50 pounds). Must be physically and emotionally able to complete all job requirements.

Background Check Required.

This job description is not designed to contain a comprehensive listing of activities, duties, and/or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.