Working Title - Clerical Assistant 2- Graduate Nursing (Part-time, Bloomsburg Campus)

Department - Nursing - Graduate

Description of Duties

Overview of Clerical/Support Task categories:

• Provide clerical support to the faculty of the Graduate Nursing Department, and the Sr. Associate Dean.
• Types a variety of communications, i.e., letters, e-mails, and may occasionally type exams as needed.
• Runs a variety of reports as requested by respective department chairpersons.
• Screen and route calls and questions to the proper faculty/advisor, staff or cooperating facility. Distribute/ sort campus and U.S. mail for departments, answering general correspondence.
• Assist in planning, preparing, and taking minutes for Department and committee meetings.
• Request room reservations for departments as needed and assists with scheduling.
• Complete the monthly balancing of the purchase card (p-card) statements for Graduate Nursing and the Sr. Associate Dean.
• Oversee office equipment operations, i.e. supplies order, service calls, copy count report, simulation lab, etc.
• Anticipate and determine office supply needs for Graduate Nursing and the Sr. Associate Dean including requests from faculty. Monitor office supply inventory, prepare supply requisitions. Prepare and submit office supply order, APR and Contract Service Requests for Graduate Nursing.
• Assist faculty members in the completion of travel request forms to include proper cost estimates, completion of travel vouchers, reservation of rental vehicles, and complete expense forms for travel to appropriate campuses.
• Assist in the purchase and acquisition of major equipment to include obtaining quotes from vendors, investigate institutional funding sources, make recommendations to the department chair, complete the steps for purchases to include the completion of academic equipment form requests. The completion of service and standard requisitions in Source Point, serves as the initial contact for receipt of major equipment for the Bloomsburg campus.
• Attend the Breiner School of Nursing staff meetings
• Other duties as assigned.

Nursing Department Specific tasks:

• Process purchase order requests for ordering all office supplies for faculty and medical/surgical supplies for student labs.
• Schedule Breiner School of Nursing functions (i.e.: Faust Lecture): Arrange for meeting room, and catering. Create invitation list and develop invitation, in conjunction with the Sr. Associate Dean. Work with printer for invitations and program. Coordinate with IT and MarComm as needed.
• Filing and maintaining student and departmental records in accordance Accredited Commission (ACEN/CCNE/COA) and University guidelines.
• Update nursing policies and handbooks as directed by faculty.
• Assigns advisors to faculty as directed by the Graduate Nursing Chair
• Develops and emails the Monday Morning Updates to faculty and students
• Aid outside agencies (hospitals, sites, etc.) when they are visiting campus to provide employment Opportunities for our students. This would encompass notifying students and providing space and time to meet with students to have optimal contact. Work with Career and Professional Engagement to assure events are well attended by providing information, flyers, etc. via email and posted throughout the department.
• Onboarding Graduate nursing students per agency clinical requirements.
• Work with the Graduate Nursing Search & Screen Committee to complete PCFs that matches job requested, and send information in PeopleAdmin.
• Communicate with and support adjunct faculty.
• Support Graduate Chair and Sr. Associate Dean with scheduling of appointments to support students.
• Assists with gathering information required for the Pennsylvania State Board of Nursing PALS site. Maintain current CV's and licensure data for all faculty, including adjuncts.
• Assists the Graduate Nursin Chair with monitoring the online clinical clearance program (Project Concert) to assure all students are compliant.

• Assists the Graduate Nursing Chair in course scheduling and completion of Master Schedule Changes.

   

Decision Making

In this position, it is important to have the ability to communicate with faculty and staff within the Breiner School of Nursing and with departments across all campus locations in order to make decisions that work for the benefit of the programs.

Fiscal Responsibility

In conjunction with department chair(s), monitors nursing program department budget and foundation budget to ensure budget is not depleted before year-end. Advises graduate nursing chair and Sr. Associate Dean of office needs, academic equipment needs, and office priorities. Well versed in university electronic systems to encumber funds and makes purchases.

Minimum Requirements Profile

Six months as a Clerical Assistant 1; OR Graduation from high school; OR An equivalent combination of experience and training.

This position requires keyboarding skills to meet standards for speed and accuracy.

Knowledge, Skills & Abilities

• Knowledge of standard grammar, spelling, and punctuation.
• Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships, and of the types, organization and use of standard office files, logs, forms and letter formats.
• Skill in typing at a minimum speed rate of 50 words per minute and in the operation of various computers/software packages to produce finished copy of a variety of typing assignments.
• Ability to understand and follow oral and written instructions.
• Ability to organize and prioritize work in a manner which insures smooth processing and accomplishment of priority items on schedule.
• Ability to make duty-oriented decisions on the basis of well-defined standards and precedents.
• Ability to compose letters and correspondence from both verbal or written outlines and notes.
• Ability to operate office machines such as an adding machine, photocopier, and fax machines.
• Ability to screen incoming telephone calls for departmental faculty; handle routine requests for information; direct callers and visitors to appropriate departmental faculty; records messages for faculty.
• Ability to proofread typed materials to ensure documents are grammatically and typographically correct, complete, and adhere to departmental guidelines.
• Ability to prepare and process various forms including purchase orders and maintenance work orders.
• Proficient knowledge of Microsoft Office products.

• Ability to learn new software programs used by Commonwealth University.

   

Diversity Statement

At Commonwealth University we recognize our responsibility to continuously support a living, learning, and working environment that values the diverse contributions from all members of our campus community. Our commitment to diversity, equity and inclusion enriches our campus community and is instrumental to our institutional success. Commonwealth University strives to cultivate a campus climate that allows all members to embrace diversity, equity and inclusion as we achieve success both in and out of the classroom, in our work responsib