Administrative Assistant

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Administrative Assistant

Reporting to the Vice Dean of the School of Nursing and Health Sciences, the Administrative Support Specialist will be responsible for supporting the School of Nursing and Health Sciences through a wide variety of administrative, clerical, and customer service responsibilities requiring coordination of activities with the University, clinical affiliates, professional agencies, and the community. This position will be located at the Northeast Campus.  Primary focus of this position will be to assist the Undergraduate BSN Program.  

Employees must understand the mission of Catholic Higher education and be committed to the core values, mission, goals, and objectives of Holy Family University.

Responsibilities (not all inclusive)

  • Assists with and maintains/monitors compliance and immunization records for the BSN program using online software.  Includes constant communication with students.  Responsible for the accuracy and organization of student electronic files.  Generate weekly Compliance Reports to Administration, Program Coordinators and Faculty for their review.  Provides student documents, such as vaccinations, to Clinical Coordinator for distribution to clinical sites prior to student beginning clinical
  • Receives phone inquiries from student related to compliances and responds in a in a timely and professional manner.
  •  Prepares correspondence and other documents, which may include drafting letters, completing surveys, creating tables or spreadsheets, and proofreading documents.
  • Assist with the planning, coordination and implementation of events such as Pinning, Graduation, and special events that includes securing room, catering, programs, managing conferencing software, such as WebEx and Zoom and anything necessary to produce a successful and meaningful event.  Working with internal and external sources.
  • Serves as exam proctor regularly for nursing courses.
  • Maintains accurate and organized electronic and paper general office files.
  • Attends meetings as required and assists with recording/preparing minutes of each meeting.
  • Maintaining inventory and assets for the office. 
  • Assists with documents sent to students as needed.
  • Assists with payroll for the Undergraduate program.Assists the Clinical Coordinator for Undergraduate Studies with documentation needed for clinical affiliates.
  • All other duties as assigned

Qualifications

High School Diploma or equivalent required;  
•    Three or more years of customer service or office administration experience, preferably in higher education. 
•    Computer literate with MS Office Suite, Google Apps, and the Internet. 
•    Must have excellent interpersonal, verbal, and written communication skills. 
•    Must have excellent planning, time management, and organizational skills. 
•    Ability to respond appropriately to pressure, deadlines, and changes in priorities and schedules. 
•    Demonstrated ability to work, effectively, with diverse groups of people. 
•    Ability to work independently, think critically, manage and prioritize multiple tasks. 
•    Ability to handle complex and confidential information with discretion. 
•    Possess excellent customer service skills and strong problem-solving skills.

Required Knowledge, Skills and Abilities   

  • Knowledge of and ability to follow university policies and procedures.  
  • Ability to establish and maintain effective working relationships with the campus community.  
  • Must have excellent interpersonal, verbal, and written communication skills. 
  • Must have excellent planning, time management, and organizational skills. 
  • Ability to respond appropriately to pressure, deadlines, and changes in priorities and schedules. 
  • Demonstrated ability to work, effectively, with diverse groups of people. 
  • Ability to work independently, think critically, manage and prioritize multiple tasks. 
  • Ability to handle complex and confidential information with discretion. 
  • Possess excellent customer service skills and strong problem-solving skills. 

Review of resumes will begin immediately and continue until the position is filled.  To apply, submit resume and cover letter to careers@holyfamily.edu.