Program Assistant- Graduate Nursing Program

Job Summary:

The Program Assistant will provide overall administrative assistance, receptionist, and clerical support to the Masters (MSN) and Doctor of Nursing Practice (DNP) Programs in the School of Nursing. Interaction with and support of current and perspective students, faculty, administrators, and others affiliated with the School of Nursing Graduate Programs will be essential work for this position. The Administrative Coordinator will report to the Director of Operations for the School of Nursing with a working relationship with the Director of the Graduate Programs.

Supervisory Responsibilities:

None Assigned

Duties/Responsibilities:

• Understand and convey the goals and distinctive details of the School of Nursing alignment with Elms College’s mission and core values.
• Provide administrative support to the Graduate Nursing Programs pertaining to all aspects of accurate record keeping, retention, and successful matriculation of students.
• Make appointments, schedule, and keep the calendar for the Director of Graduate Programs and other positions in the SON as needed or requested.
• Initiate billing and requisitions for timely payments and reimbursements.
• Answer phones, route, and distribute messages in a timely manner.
• Order office supplies and ensures maintenance upkeep of all office equipment.
• Receive deliveries; sort and distribute incoming and outgoing mail.
• Develop and maintain educational database and spreadsheets of prospective and current MSN/DNP students, community partners, those affiliated with the Graduate Programs.
• Supports the coordination of meetings and other SON Graduate Program sponsored events.
• Sends regular and timely communication to Graduate Nursing students about meetings, classes, and other important requirements.
• Monitors Graduate Nursing Program and special events, Google forms and email inbox to ensure timely and efficient follow-up and/or rerouting.
• Creates/edits documents in Word; creates and maintains data in Excel and PowerPoint workbooks; organizes data/information for reports, memos, and presentations as requested.
• Work occasional, evening and weekend hours as directed to support the goals, mission, and the adult learner population of the SON Graduate Programs
• Perform other related responsibilities as assigned by the Director of Operations and/or Director of the Graduate Programs

Collaboration:

• Function as a team player within the School of Nursing and Elms College to assist in the achievement of the overall goals pertaining to all aspects of the SON initiatives and programs.
• Strong collaboration with in the School of Nursing, Business Office, Marketing, IT, Facilities, and Food Service Departments.
• Strong collaboration with school district and community partners.

Required Skills/Abilities:

• Culturally Responsive: Can work with students and adult learners from diverse backgrounds.
• Technical Learning: Can learn new skills and knowledge quickly. Proficiency with Microsoft Office software (e.g. Word, Excel, PowerPoint) keyboarding skills, Canva, and Google (e.g. Mail, calendar, drive, chat, forms etc.) Ability to learn College systems (Ellucian, Webadvisor, etc.)
• Decision Quality: Makes good decisions in a timely manner based on a mixture of analysis, wisdom, experience, and judgement.
• Time Management: Excellent time management and prioritization skills to ensure that multiple, competing priorities and tasks are handled and accomplished in a timely and accurate fashion.
• Planning: Organizational skills to accurately scope out length and difficulty of tasks and projects to set objectives and goals.
• Informing: Provides the information people need to know to make accurate decisions.
• Action Oriented: Enjoys working hard, with positive energy, seizing opportunities to accomplish and exceed goals. Must be a self-starter who will work to improve current procedures and develop new ones.
• Perseverance: Pursues everything with energy, drive, and a need to finish, especially in the face of resistance or setbacks.
• Customer Focus: Establishes and maintains effective, trustful relationships with students, faculty, administrators, and others affiliated with the SON.
• Integrity & Trust: Widely trusted, truthful, admits mistakes, keeps confidences, and can present truth in an appropriate and helpful manner.
• Listening: Can accurately restate the opinions of others, practices attentive and active listening, while exhibiting patience for others.
• Dependable: Ability to work as a team player as well as independently with minimal supervision. Must be dependable and adhere to college and department policies relating to punctuality, attendance, leave time and work breaks.
• Innovative: Provide creative and solution orientated ideas to explore opportunities for organizational improvement and growth.
• Communication: Must have excellent interpersonal, written, oral, and non-verbal verbal communication skills to advance effective working relationships. Must be able to convey information effectively to a diverse on and off campus population. High standard of accuracy and attention to detail is required in creating and maintaining data, records, and report information.

Education and Experience:

● Associate’s degree in secretarial/administrative services; or equivalent work experience.

● Minimum one (1) to three (3) years’ experience as an office/administrative assistant required, with preference given for similar experience in higher education setting.

Physical Requirements:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable an individual to perform essential functions.

• Use of general office equipment in an office setting.
• Requires an equal amount of standing, sitting, walking, bending, stooping, reaching, and climbing multiple levels of stairs, light lifting, near vision and manual dexterity to perform essential job functions.
• Requires ability to travel between buildings on campus with exposure to inclement weather conditions.

TO APPLY

Send a cover letter, resume/curriculum vitae, a statement of commitment to diversity and inclusion, and contact information for three professional references via email to: Cheryl Smith, Director of Human Resources, at jobs@elms.edu. A review of candidates will begin immediately, and will continue until the position is filled.

About the Cynthia A. Lyons Center for Equity in Urban Education

The Cynthia A. Lyons Center for Equity in Urban Education (CEUE) partners with school districts in Western Massachusetts with the goal of diversifying the teacher workforce and strengthening teacher education. We provide culturally responsive teaching and learning opportunities through undergraduate and graduate degree programs for current educators seeking their initial teaching license. We also provide professional development workshops to advance educator knowledge and engagement with diverse students, families, and communities.

For faculty positions, application materials must include a statement addressing past and/or potential contributions to diversity through teaching, research, professional activity and/or service. For staff positions, applicants are strongly encouraged to address pastand/or potential contributions to diversity.

Elms College’s diversity statement embodies the charism of the founders, the Sisters of St. Joseph, including embracing “the love of neighbor without distinction” and whose Catholic heritage guides our intellectual, social, educational, and community endeavors.

Elms College seeks applicants who demonstrate a commitment to justice, equity and inclusion and have experience working with diverse groups, proven through educational background, professional development and lived experience. For faculty positions, application materials must include a statement addressing past and/or potential contributions to diversity through teaching, research, professional activity and/or service. For staff positions, applicants are strongly encouraged to address past and/or potential contributions to diversity.

Elms College is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.