Description
POSITION OBJECTIVE
Working under occasional supervision, provide administrative support to department the Administrative Coordinator will play an integral role in supporting the Marian K. Shaughnessy Nurse Leadership team in achieving its mission of becoming the leadership destination. The position will provide critical administrative support for all marketing, communications, and events related to the academy.
ESSENTIAL FUNCTIONS
Performs a variety of clerical duties and typing assignments requiring speed and accuracy including managing the scheduling needs of the leadership team. Maintain an organized calendar, encompassing all the leadership academy events. Execute communication of critical information to department leadership. (20%)
Meeting Coordination: Demonstrate meticulous planning and organization by coordinating meetings in a timely manner. Manage banquet event orders, alcohol use forms, and other key documentation ensuring all meeting logistics are arranged. Oversee the production of name tags and program folders for all leadership academy events and programs. Provide follow-up action items for meeting attendees and schedule the next meeting accordingly. (20%)
Digital Presence and Recruitment: Proofread and edit correspondence, reports, and records as necessary. Maintain an up-to-date and engaging website for the academy. Actively support recruitment efforts for various programs, promoting the Shaughnessy Nurse Leadership Academy's offerings. Schedule social media posts in collaboration with the University Marketing and Communications team. (15%)
Customer Service: Elevate the experience of participants in various leadership programs by delivering exceptional customer service. Track progress within the programs and offer guidance and support as needed. (10%)
Administrative Operations: Contribute to the smooth operation of the academy by assisting with the preparation of detailed reports, including those on program applicants, prospects, and other key measures. Reconcile monthly expense statements and staff expenditures, and prepare travel expense forms for reimbursement. Manage travel logistics for academy faculty, staff, guests, and program participants as needed. Ensure office supplies and program materials are regularly stocked (10%).
Recordkeeping: Manage accurate program and advisory board rosters. Processes confidential information, ensure all leadership academy records are meticulously organized and maintained in Box secure content management system. (10%)
NONESSENTIAL FUNCITONS
Advisory Board Communications: Effectively manage communications for the academy's Internal Advisory Board; capture and disseminate important information. Work with board co-chairs to determine their needs and provide administrative support. (5%)
Supervisory Responsibility: Provide leadership and supervision of student workers within the leadership academy, ensuring that their contributions align with the academy's mission. (5%)
Facilitates dealing with others in the university relative to department work which includes but not limited to the nursing HR staff for policy updates, and other departments to exchange information. (1%)
Perform other duties as assigned. (4%)
CONTACTS
Department: Daily contact with department staff, faculty, to maintain workflow.
University: Frequent contact with other university departments to exchange information.
External: Frequent contact with donors and senior nursing executives for visits and engagements for the Marian K. Shaughnessy Nurse Leadership Academy programs that require travel.
Students: Occasional contact with students to exchange information.
SUPERVISORY RESPONSIBILITIES
Manage any student workers associated with the Marian K. Shaughnessy Nurse Leadership Academy.
QUALIFICAITONS
Experience: 2 years of related experience is required.
Education: High School education required. Bachelor's degree preferred.
REQUIRED SKILLS
Excellent communication and customer service skills.
Strong organizational skills and attention to detail.
Proficiency in software applications like Box, Google Docs, and Microsoft Office.
Ability to actively learn and understand the implications of new information for problem-solving and decision-making.
Prior experience in event management is preferred.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office environment with occasional need to carry boxes and lift supplies when traveling for conferences or Shaughnessy Nurse Leadership Academy programs.
Requirements
QUALIFICAITONS
Experience: 2 years of related experience is required.
Education: High School education required. Bachelor's degree preferred.
