Admin. Asst. IV - DNP Program

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Job description

Administrative Assistant

Oakland, CA

1+ Month

Rate: $22.00/hr

Description:

Job Description Summary:

The primary responsibility is to manage the operations and projects of the Doctor of Nursing Practice (DNP) program for the College of Nursing (CoN). This includes overseeing administrative processes and activities, giving direction and oversight to student workers, orchestrating facility needs, scheduling multiple project requests related to course development and DNP project support. This further includes the restructure of the program which is ongoing and the evolution and development of the DNP program. This core program intersects and collaborates with DNP-FNP, DNP-PMHNP, A-DNP and DNP post masters. Current enrollment for all of these programs is approximately 200 students. The coordination of projects, multiple meetings inter program with faculty from multiple programs is critical for the program function. Organizing meetings between all the program directors, collaborating with the AAs in other programs to schedule multiple meetings and project requests especially related to course development, mapping and organization.

A critical component of this role is working with contracts and assuring contracts are obtained and secured in a timely manner to assure no delay in student matriculation.

This position also involves the coordination of orientation 3 times per year for all programs intersecting with DNP including working with the librarians, ANII, and Canvas.

The position further includes setting up of all courses in SAS at least 3 times per year, coordinating the correct sections for the faculty and coordinating with students to enroll in the correct sections for the semester and collaborating with chairs to facilitate and coordinate the ongoing chair essentials.

The repository is newly built and must be sustained with all student folders and filing to assure readiness for CCNE visits and WASC accreditation along with CABON collaboration.

Responsibilities also include compilation and maintenance of best practices, continuous quality improvement, standard operating procedures, and new hire onboarding for the DNP program.

Unique ideas to incorporate best practices and continuous quality improvements within the program including organizing new hires, facilitating onboarding and FIAs for all new hires. There is detailed specific information which needs to facilitate FIAs for all full-time faculty and overload including the chair hour FIAs for all adjuncts.

The position requires an in-depth understanding of the university s services, operations, and standards, and as appropriate, they are integrated into projects. Extensive understanding of excel and pivot tables to integrate multiple programmatic data.

The individual for this position must be independent, thoughtful, and communicative, having exceptional communication skills and incorporating multiple individuals in coordinating the processes, including a 360 degree in follow through.

This position provides internal and external customer service that represents the program and university. The position reports to the DNP Directors, this position also works closely with faculty, staff, and students.

There is continuous involvement in coordinating multiple projects for the faculty and DNP program and simultaneously planning the DNP Hooding as a separate celebration for Spring and Fall graduates. This is a new program which has been coordinated and organized specifically for the DNP program.

To perform this job successfully, an individual must be able to perform each essential duty independently and 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 cooperativeworking relationships within a diverse multicultural environment.

1. Knowledge

Technical expertise within an administrative and operational function

In-depth understanding of the university services, operations and standards

General computer applications and systems

2. Skills

Creatively research and problem-solve challenges as they arise in online programs, particularly in situations that are unique to the online learning environment such as virtual meetings, required student submissions to multiple departments, and supporting remote faculty

Self-starter that takes initiative and independently develops solutions

Strong leadership and evaluation skills

Proficiency in creating and executing well organized project plans

Analyze data, prepare reports, and present information

Excellent interpersonal, communication, and negotiation skills

Capable of balancing multiple interests and developing collaborative solutions

Mastery of advanced office/business skills

Highly skilled in Microsoft Office applications such as Excel, Word, Outlook, and Project

Highly developed computer/IT skills is a plus

3. Abilities

Use creative and critical thinking to solve problems and develop alternative solutions

Effectively prioritize multiple tasks and able to meet deadlines in a fast-paced team environment

Handle privileged information in a confidential manner

4. Education

High School Graduation required; BA/BS degree strongly preferred

5. Years of Experience

5 years work experience in a high functioning Administrative/ Project Manager role

2 years project management, preferred

Duties and Responsibilities:

Program Support (30%)

Creates and prepares reports, needs extensive understanding of excel and Qualtrics for development of surveys and coordination of data.

Develop and manage evaluation questionnaires, analyze responses, and prepare reports to the Directors.

Collaborate on edits to, and development of handbooks and other reference manuals and materials, works on the content development and maintenance of the DNP intranet site, web page updates, university catalog updates.

Review, evaluate, and develop processes and protocols for continuous quality improvement for the DNP program.

Manage online course revision processes by compiling faculty requests and scheduling project tasks, meetings, minutes, recordings, and deadlines.

Coordinate DNP program projects among multiple project stakeholders, including chair, faculty, instructional designers, and vendor partners.

Obtain textbooks and other course material for DNP faculty.

In collaboration with directors, analyze program grids to determine number of adjunct faculty needed per term.

Creatively research and problem-solve challenges as they arise in DNP programs, particularly in situations that are unique to the online learning environment such as virtual meetings, required student submissions to multiple departments, and supporting remote faculty.

Manage program calendars including multiple faculty meetings coordinating with faculty student project chairs, students, and our community partners.

Facilitates project courses, project presentation and project coordination with students, faculty, chairs and final implementation recordings and submissions. Facilitates as needed to support Specialty Projects Director in successful completion of all projects to facilitate student graduation.

General Administrative Support (20%)

Provide general administrative support to DNP directors, faculty, students, and other internal/external constituents, as necessary.

Manage and facilitate confidential and critical information such as employee documents and student health information.

Serve as point-of-contact resource for staff, faculty, and vendors.

Represent the department and university to internal and external customers including vendors, applicants, students, staff, and faculty.

Develop, manage, and maintain scheduling systems for DNP conference call line and Web conferencing.

Establish all internal office systems for communication, record-keeping, report writing, quality assurance.

Implement and evaluate rollout of projects in collaboration with educational vendor, follow-up as necessary on rollout issues, and perform post-audits to identify lessons learned and areas for improvement.

Minutes for all DNP program meetings, project meetings and coordination of student faculty chair meetings, and recordings, manages DNP Team site.

Performs other College of Nursing operational needs as requested.

DNP Project Support (15%)

Facilitate and coordinate meetings with DNP students, Project Chairs, Teams, and faculty to facilitate project coordination and presentations.

In conjunction with DNP Director and DNP Specialty Director the electronic tracking system to ensure that databases are accurate and current (student data, clinical site information and compliance requirements, preceptor data, and faculty data). When necessary, collect needed information from appropriate parties.

In conjunction with DNP Director and DNP Specialty Director manage the data collection related to the evaluation of quality and quantity of student projects and student criteria to meet AACN requirements for DNP program evaluation and CCNE review

Facilitates and coordinates the information to assure the appropriate SMU faculty have information regarding the DNP project sites to facilitate contracts for the DNP projects with SMU leaders to assure smooth initiation and completion of DNP projects.
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