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Title : Administrative Assistant III-School of Nursing (Oakland Campus)
Date : October 8, 2020
Department : Nursing (BSN & ABSN Program)
Type : Staff
Location : Oakland
Contact :
Email :
To Apply : Visit Taleo Link
Cost Center : 8022
Description :

Job Summary:

The position provides administrative support for the daily operations of the BSN and ABSN programs. This includes anticipating needs, carrying out policies and procedures, implementing decisions and action plans established by the program chairs, and assists faculty and students, as necessary. 

The position reports to the Associate Dean, Prelicensure and Undergraduate Programs and may supervise student workers, as necessary

Essential Duties and Responsibilities:

15% - General Administrative Support

  • Provide general administrative support to the BSN and ABSN programs
  • Serve as the first point of contact for internal and external constituents
  • Refer student requests to appropriate administrators, faculty, and staff
  • Handle confidential and critical information such as employee personnel documents and student health information
  • Function as liaison between BSN and ABSN programs and all appropriate SMU departments and external agencies
  • Take minutes for program meetings, as appropriate

40% - Program Support

  • Assist in scheduling meetings and activities for the BSN and ABSN programs
  • Make appointments and maintain calendars for the BSN and ABSN Program Chairs
  • Liaison to internal and external constituencies for BSN and ABSN programs/faculty for scheduling classrooms and catering needs
  • Maintain ABSN and BSN course syllabi electronic and archives
  • Assist in coordination of school-sponsored faculty activities
  • Provide administrative support to the BSN and ABSN Pinning Task force
  • Assist with development of, and edits to, program handbook and other program documents and reference materials
  • Assist with creating and maintaining accreditation and general files, both hard copy files and electronic files
  • Manage HESI rosters, Live-Review sessions and assist faculty with the use of HESI programs and generate HESI reports for ABSN/BSN
  • Develops, implements, and maintains databases related to BSN/ABSN program data (i.e. Skyfactor, Student Climate Survey, NCLEX, Systematic Plan for Program Evaluation, etc) and generate reports for faculty and administrators
  • Assist with managing student advisee/advisor lists
  • Assist with managing work-study projects
  • In conjunction with the Program Chairs, organize new student orientation for BSN and ABSN students

5% - Budget and Finance

  • Process and verify that invoices, check requests, honorarium paperwork and payments, payroll adjustments, purchase requisitions, and P-Card expenditures are accurate and posted to the appropriate cost center and account.

35% - Human Resources Management

  • Prepare all adjunct Faculty Instructional Assignments (FIAs)
  • At the direction of the program chairs, initiate and file Board of Registered Nursing (BRN) appointment forms
  • Assist with maintaining current faculty documentation for ongoing compliance requirements of training, licensure, and health and safety mandates
  • In conjunction with the Manger of Faculty Recruitment, assist with faculty and staff searches, as directed by Program Chair; disseminate files, as appropriate
  • In conjunction with the Manger of Faculty Recruitment, assist with the new hire onboarding processes and the progression of all new faculty and staff hires through that process

3% - Special Events

  • Assists with organizing and scheduling special events, including but not limited to, program graduations, large meetings, retreats, vendor visits, and open houses

2% - Other Duties and Special Projects, As Assigned

  • Special projects assigned, as necessary


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge

• General administrative software applications such as Microsoft Office products, Adobe, Outlook email, etc.

• Understanding of university services, operations, policies, and procedures highly preferred

2. Skills

• Self-starter that takes initiative and independently develops solutions

• Strong leadership and evaluation skills

• Excellent interpersonal, communication (written/oral), and negotiation skills

• Basic reading, writing, and mathematical skills

3. Abilities

• Read and carry out written instructions

• Understand and carry out verbal instructions

• Use good judgment and creative thinking to solve problems

• Handle privileged information in a confidential manner

• Organize and prioritize workload

• Speak effectively with co-workers, public and student populations

4. Education

• High School Diploma, or GED, required

• Bachelor’s Degree strongly preferred

5. Years of Experience

• Minimum of 3 years work experience in an administrative role

Working Conditions:

• Typical office environment.

• Mostly indoor office environment with windows

• Offices with frequent interruptions

Physical Requirements:

• Considerable time is spent at a desk using a computer

• Use telephone and other electronic equipment used in general university operations

• May be required to travel to other buildings on the campus

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations

• May be required to occasionally travel to offsite placement sites 

Direct Reports:

• May supervise student employees, as necessary

The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.