Description

The School of Nursing Keyser Campus at West Virginia University is currently accepting applications for a (Hybrid) Program Assistant.

About the Opportunity

The Program Assistant will provide administrative and mission support for the Nursing Department Chairperson (Administrator) and Faculty. The position will report to the Department Chairperson. Note: This is not a remote position.

For more information on the WVU School of Nursing, please visit http://nursing.hsc.wvu.edu. For more information about the WVU School of Nursing Keyser Campus BSN Program, please visit https://academics.potomacstatecollege.edu/majors/four-year-programs/nursing-bsn.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits (this position is a benefits-eligible, classified staff position)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

Pay Grade: 15

What you'll do:

Administrative Assistant

• Provide administrative support to the Department Chairperson.
• Perform daily administrative tasks as required by institutional policies and procedures, state and federal guidelines, and internal instruction.
• Manage multiple work assignments to ensure pre-established deadlines are met.
• Give continuous attention to the clerical, administrative, and operational aspects of the office functions for the department and department members.
• Provide professional customer service representation for the organization and maintain a professional environment, including confidentiality, through all actions and communications.
• Compose correspondence, including letters, reports, proposals, charts, graphs, spreadsheets, forms, and memoranda independently or in accordance with instructions from the Department Chairperson.
• Coordinate meeting arrangements for the Department Chairperson and faculty.
• Maintain various organization filing systems.
• Answer departmental phones, screen calls, and communicate messages.
• Maintain office and nursing program physical space, including inventories of office and nursing equipment/supplies.
• Obtain training as necessary to develop and maintain skills necessary to carry out job duties.
• Assist Department Chairperson to gather data necessary for University Reporting and accreditation requirements to the West Virginia RN Board and Commission on Collegiate Education (CCNE).
• Assist Clinical Placement Coordinator and Department Chairperson to maintain current Affiliation Agreements and other clinical rotation-related documents.
• Assist Department Chairperson to maintain department and grant budgets by reconciling expenditures through WVU accounting systems.
• Function as a liaison to School of Nursing departments on other campuses.
• Assist with skills and simulation lab scheduling, set-up, and clean-up for all student levels.
• Assist with tracking student medical records, background checks, course enrollment projections, and anticipated graduation dates.
• Assist with tracking student grades and GPA to ensure proper implementation of and compliance with undergraduate progression standards.
• Assist Department Chairperson to verify student records for graduation and prepare graduation lists

Miscellaneous

• Supervise work study students and submit work time in time system.
• Assist Department Chairperson to organize and maintain faculty retention, promotion, and tenure (FRPT) files according to SON and University guidelines.
• Support Department Chairperson in documenting evidence for performance reviews.
• Assist Department Chairperson to orient new faculty/staff/students and maintain documents for new hires/students.
• Assist with marketing and recruiting of the nursing program.
• Serve on SON admission and selection committees.

Qualifications

• Associate degree in business, office administration, or a field directly related to the area of assignment, or an equivalent combination of education and experience.
• A minimum of two (2) years of directly related work experience in support of an administrator or work unit.
• Knowledge of WVU, HSC and SON structure, office methods, procedures and protocol.
• Excellent verbal and oral communication skills to draft report and other documentation with the ability to read, write, understand, and communicate clearly in English.
• Knowledge of correct English, grammar, spelling, punctuation and sentence structure.
• Knowledge of general business mathematics.
• Basic accounting skills to track local, state, and national grant budgets with ability to review, reconcile, and dispute purchase orders.
• Computer skills with various applications, i.e., Microsoft Office, SOLE, Zoom, Mountaineer Marketplace, etc.
• Excellent interpersonal skills for negotiating with diverse state, educational, and healthcare agencies and grant personnel, faculty, students and general public.
• Familiarity with expendable materials and capital purchases typically purchased by nursing or healthcare agencies.
• Knowledge of multimedia equipment directory identification software, voice recognition software, various computer projectors, sound amplification systems, overhead projectors, and liquid-crystal display (LCD) projectors.
• Understanding of confidentiality and privacy laws and regulations and annual HIPAA training.
• Organizational and time management skills required to manage multiple projects, requests, and workload, and ability to multi-task when necessary.
• Ability to operate standard office equipment including fax, copier, scanner, card reader, compact disc, flash memory data storage device, printer, overhead projector, Scantron, etc.
• Ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
• Ability to interpret and to effectively apply the policies, procedures, and guidelines affecting the position and the School of Nursing as well as the institution.
• Ability to maintain confidentiality and handle sensitive information appropriately and professionally.
• Ability to work independently, problem solve, and reason through situations, often without guidance.
• Ability to attend training opportunities to maintain and enhance skills necessary to perform job duties.

Preferred Qualifications:

• Experience working in a nursing education department.

• The ability to travel to WVUs regional campuses and/or within the multi-state area is required.