Administrative Assistant to the School of Healthcare Professions

at Newman University in Wichita, Kansas, United States

Job Description

Occupational Summary:

The administrative assistant is responsible for the overall administrative and secretarial duties for Newman University's School of Healthcare Professions. Providing excellent customer service to prospective and current students, through functional informational management related to program application, admission, and continuation. Collaborate with the program director and school dean to maintain an effective and efficient work environment that serves the needs of program, students, and faculty.

Stewardship Statement: 

This position is responsible for cultivating and maintaining the institution's Catholic identity and its mission to empower graduates to transform society. As a member of the Newman community, the staff member will join with the institution's sponsors, the Adorers of the Blood of Christ (ASC Sisters), to witness God's love in Mission to empower others, foster oneness, celebrate life, form right relationships, and walk as compassionate companions. Additionally, this position contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other faiths, cultures, or backgrounds.

Work Performed:

1. Evaluate application requirements and processes and compare with other nurse anesthesia programs in coordination with the Program Director.
2. Coordinate with staff and outside departments to implement changes in application requirements or processes.
3. Meet with potential applicants and review transcripts and certifications as needed to evaluate for the Nurse Anesthesia Program. Refer to the Program Director or Assistant Program Director as needed.
4. Coordinate orientation schedule of new students prior to the start of the program.
5. Collect and monitor student data required by the Nurse Anesthesia program and by clinical sites (immunization, licenses, and malpractice).
6. Publish graduation and certification results on Nurse Anesthesia website.
7. Participate in accreditation site visits and internal reviews.
8. Provide superb customer service by providing accurate information for all inquiries via phone, fax, mail, and/or e-mail.
9. Communicate requirements and deadlines for applicants to the Nurse Anesthesia program.
10. Work closely with graduate admissions to evaluate applications for completeness and ensure minimum requirements.
11. Enter applicant data while maintaining accuracy to develop an interview priority list.
12. Notify applicants of any additional information needed in a timely manner as necessary.
13. Prepare and send letters about interviews and program acceptance as well as letters explaining reason for non-acceptance.
14. Notify students of required clinical site documentation.
15. Process personal information changes.
16. Maintain a record of all PTO days used by students.
17. Monitor and maintain clinical affiliation agreements in coordination with the Program Director.
18. Maintain record of student evaluation processes.
19. Assist in the planning and organizing of Nurse Anesthesia events (interviews, orientation, continuing education conferences, recruitment, mixers, informational sessions, etc.).
20. Deliver monthly schedules and student information to clinical sites per affiliation agreements.
21. Identify and manage changes to clinical site requirements.
22. Maintain student documentation required for initial certification.
23. Provide data needed for annual reports as requested by the program director, division chair, or dean.
24. Assists in the preparation and update of the student handbook.
25. Process check requests, POs, and student deposits accurately in conjunction with the school administrative coordinator.
26. Maintain an electronic filing system.

Required Qualifications/Education/Experience/Skills/Training:

1. Associate degree required; bachelor’s degree preferred.
2. Minimum of 2 years’ general office/secretarial experience required; 3 years preferred.
3. Must be authorized to work in the United States.
4. Must be detail oriented and possess accurate typing skills.
5. Self-starter; able to research and implement new technologies.
6. Ability to multi-task and prioritize work.
7. Excellent customer service skills.
8. Effective verbal and written communication skills; able to work with diverse groups.
9. Maintain confidentiality.