Office Manager - Department of Nursing

Location: Takoma Park, Maryland
Date Posted: 11-06-2017
OFFICE MANAGER
DEPARTMENT OF NURSING


For best consideration, apply by November 20, 2017

OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

POSITION SUMMARY
The Department of Nursing is looking for an energetic, detail-oriented, and highly skilled professional to serve as office manager for this growing department.  The incumbent handles a variety of administrative tasks in support of the Nursing program at WAU.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Assists in updating the Department of Nursing website with current information
  • Organizes work by reading, researching, and routing correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications; and manages bookkeeping and payroll.
  • Welcomes guests and students by greeting them in person or on the telephone; and answers or directs inquiries regarding the nursing programs.
  • Provides clear explanations to students who call or walk in about general studies, degree, and nursing admission pre-requisite course requirements.
  • Maintains department appointment schedules by maintaining calendars for department personnel; arranges meetings, speaking engagements, conferences, teleconferences, and travel.
  • Maintains student enrollment, faculty, and staff lists with current phone numbers and email addresses.
  • Oversees budget including pre-approvals, check requests, purchase orders, and travel authorizations.
  • Prepares adjunct professor and non-instructional employment contracts.
  • Takes minutes at faculty committee meetings, as assigned.
  • Maintains books of faculty minutes for all standing Department of Nursing committees.
  • Maintains student confidence and protects operations by filling students records and keeping information confidential.
  • Secures information by completing database backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; and transcribes and circulates minutes of all departmental meetings, as well as data collection and baseline analysis of data.
  • Assists the director of the nursing department in gathering, analyzing and archiving data.
  • Maintains a schedule of documents needed by outside agencies, and assists in the preparation of documents needed for the Maryland Board of Nursing, NLEX-RN pass rates, CCNE accrediting agency, and other entities as needed.
  • Coordinates with the Department of Nursing Admissions and Progressions Coordinator on gathering, analyzing and archiving surveys necessary for state and accrediting agencies.
  • Coordinates for faculty necessary resources and support services (i.e.: IT, room reservations, etc)
  • Maintains office supplies inventories by checking stock to determine inventory level; anticipates needed office supplies; evaluates new office products; places and expedites orders for supplies; and verifies receipt of supplies.
  • Ensures operation of equipment by completing preventative maintenance requirements; follows manufacturer's instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; and evaluates new equipment and techniques.
  • Monitors and archive Department of Nursing electronic files and Google docs.
  • Updates and maintains student permanent files in coordination with the Department of Nursing Admissions and Progressions Coordinator.
  • Coordinates the master calendar for the Department of Nursing.
  • Maintains the master list of advisees; coordinates the list with the university IT system; notifies faculty and students of current assignments.
  • Plans, organizes, and implements Department of Nursing programs and ceremonies including alumni breakfast, nursing advisory council luncheon, pinning ceremony, adjunct professor orientation dinners, and nursing dedications.
  •  Coordinates and supervises student workers.
  •  Ensures that building maintenance issues are reported and submits the work orders.
  •  Proctors ATI and TEAS exams, under the supervision of the admissions and progressions coordinator, as needed.
  • Supports and affirms a culture of distinctive excellence and exceptional service.
  • Attends university events and, required meetings (including weekly Convocation)
  • Performs other duties as assigned.
QUALIFICATIONS  

Education and/or Experience:
  • Bachelor’s Degree from four-year college or university preferred
  • Three to five years of office management experience, preferably in a nursing education or health professions program or in higher education setting; or equivalent combination of education and experience.
  • Superior command of English grammar and spelling. 
  • Excellent verbal, written, and interpersonal communication skills.
  • Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint; spreadsheet and database.
  • Must exhibit leadership skills.
  • Possesses capacity for planning, organizing, and controlling.
  • Must display trustworthiness and confidentiality
  • Ability to work independently and to effectively handle multiple priorities

BENEFITS
Benefits package includes:
  • Healthcare plan, including medical, vision, dental, and prescription drug
  • Flexible Spending Plans
  • Competitive 403B plan Retirement Plan
  • Tuition assistance for employees, spouse and dependents
  • Life insurance including supplemental and accidental death and dismemberment policies
  • Long-Term Disability
  • Long-Term Care Insurance
  • AFLAC insurance
  • Legal Assistance Program
  • Employee Assistance Program
  • Wellness programs
 
Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act.  As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.
 
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