Overview
Date: February 3, 2023
Position Available: Administrative Secretary
Position Reports to: Nursing Department Chair
Department: Undergraduate Nursing Department
FLSA Status: Non-exempt
Schedule: Full-time, Monday – Friday, 8:30 AM – 4:30 PM (Potential for flexibility in schedule during summer or breaks)
Please apply online: https://franciscan.edu/administrative-secretary-undergraduate-nursing-department/
POSITION SUMMARY
Reporting to the Nursing Department Chair, the Administrative Secretary will serve to organize, coordinate, and manage all office-based activities in the undergraduate nursing department. This in particular involves communications with approximately 180 nursing students, 75-90 pre-nursing students, and 20-30 part-time clinical faculty, in addition to the 9 full-time undergraduate faculty. The person in this role manages, updates, and seeks renewal for all undergraduate clinical facility contracts (~50), and manages the medical records, including appropriate information distribution to the clinical facilities for each nursing student (sophomores & second-semester seniors – 1 clinical/semester; juniors and first semester seniors – 2 clinicals/semester). The person in this role also prepares the annual certification for each graduating student for the board of nursing of their choice (which includes all 50 states, each with different requirements).
PRIMARY RESPONSIBILITIES
1. Provides secretarial support for 9 full time faculty, including department chair, and 20-30 part-time faculty (per semester; approximately 40 per year).
2. Medical record keeping, including maintenance and distribution of information to clinical facilities as appropriate; this includes annual updates and contacting students individually as needed.
3. Maintain and renew contracts for all clinical facilities.
4. Provide day-to-day support for nursing students.
5. Maintain records for each faculty person, including all part-time faculty members, including verification of licensure in each state as required for the role being conducted.
6. Prepare state board documentation for graduating senior students (must familiarize self with the requirements of all 50 states).
7. Coordinate departmental activities, including scheduling, room reservation, record keeping, and purchasing supplies, food, etc.
This is not intended to be an all-inclusive list. Additional duties, expectations and responsibilities may be added or changed as needed to meet the University’s needs.
REQUIREMENTS
Must understand, support and embrace the mission of Franciscan University of Steubenville and possess the following:
Work Experience
· Post-high school education for secretarial and office management
· Education or experience in nursing, medical or legal secretarial services
· Basic knowledge of medical and nursing terminology
· Five years of experience in secretarial services preferred; two years of experience required
Competencies
· Able to complete assigned tasks in an autonomous fashion in the absence of the department chair.
· Relates to people above, below, and at peer level, inside and outside the organization.
· Can be consistently counted on to follow through, meet commitments and deliver results.
· Consistently checks work for accuracy, appropriateness, and completeness.
· Shares information openly to ensure everyone has what they need to perform effectively.
· Displays a sense of urgency and responsiveness to customers’ needs, inquiries and requests.
· Effectively involves others in the decision-making process when appropriate.
· Creates and effectively uses opportunities to collaborate with others.
· Readily adjusts to changing circumstances or new situations.
· Effectively interprets and applies the required policies and procedures that apply to a given job.
· Uses effective speaking and listening techniques to ensure clear and actionable communications.
· Continually improves their awareness and mastery of the body of knowledge in their field.
Education
· Preferred – associate or bachelor degree. Minimal education: Post high school education for secretarial services or related field (e.g., medical assistant).
· Training, demonstrated expertise, or willingness to learn medical and nursing terminology is expected.
Technical Skills
· Communication skills, oral and written, including excellent use of grammar, spelling and punctuation.
· Typing skills and use of Microsoft Word and Excel
· Organizational skills
· Management of large amounts of data (medical records, schedules, academic calendars, facilities requirements)
Workplace Factors
· Minimum travel (e.g., facilitation of purchases made locally, post office)
· Occasional events during off hours requiring attendance (e.g., Nursing Dedication)
Candidates must submit an online application, a resume and a cover letter that demonstrates their fit for the position based on their experience, accomplishments, and skills as well as their desire to advance the mission of Franciscan University.
Please apply online: https://franciscan.edu/administrative-secretary-undergraduate-nursing-department/
For other information and job postings, visit our website at https://www.franciscan.edu
Franciscan University of Steubenville is committed to principles of equal opportunity and is an equal opportunity employer.