Administrative Assistant for the School of Nursing

Job Description

OBU Mission Statement

OBU transforms lives by equipping students to pursue academic excellence, integrate faith with all areas of knowledge, engage a diverse world, and live worthy of the high calling of God in Christ.

Expectations for all Employees

Oklahoma Baptist University achieves its mission through a shared commitment to the following expectations. All employees must embrace these expectations and model them in their behavior.

• Demonstrate commitment to the essentials of the Christian faith.
• Commit to the mission and vision of Oklahoma Baptist University.
• Treat people with dignity and respect.
• Build relationships on honesty, integrity, and trust.
• Strive for excellence through teamwork, leadership, and a strong work ethic.
• Manage human and financial resources wisely and efficiently.

Purpose: The Administrative Assistant for the School of Nursing supports the Chair and faculty in the administrative operations, function, and procedures of the School of Nursing. The Administrative Assistant also engages students and prospective students regularly and provides a welcoming presence in the School of Nursing.

Essential Functions:

• Manage work and information flow that pertains to the Chair and faculty for the School of Nursing.
• Coordinate vendor and clinical agency contracts.
• Prepare and distribute assigned correspondence, reports, mail, and documents for distribution and presentation; all materials should be prepared and distributed in a professional, accurate and expedient manner.
• Maintain accurate record-keeping systems for correspondence, reports, records, and other essential documents and information for the office of the Chair; including but are not limited to Board of Nursing, agendas and minutes for Nursing Full Faculty Committee and Nursing Leadership Council meetings.
• Provide appropriate administrative support in conjunction with Human Resources for personnel files directly related to the office of the School of Nursing; including but not limited to personnel recommendations, faculty and adjunct contracts, and coordination of faculty interviews.
• Coordinate incoming faculty and process items needed for hiring and departmental onboarding.
• Assist the Chair of the School of Nursing with load reports for full-time and adjunct faculty.
• Oversee communication and financial handling of the clinical requirements, background checks, and drug screen process for students and faculty.
• Assist in compiling clinical information, including but not limited to sites, regulations, and student scheduling.
• Coordinates systems for clinical placement; Complio and InPlace.
• Coordinate the calendar of appointments and meetings for the Chair for the School of Nursing.
• Ensure accuracy of course schedules and classroom assignments listed in the Student Information System.
• Coordinate course schedules and classroom assignments, working collaboratively with other colleges for the best use of Stavros Hall classroom resources.
• Ensure real-time accuracy of the school’s budgets; assist with budget reporting, check requests, and purchasing following university procedures.
• Coordinate applications to the nursing program.
• Coordinate nursing scholarship applications.
• Coordinate annual nursing recognition ceremony.
• Maintain records for the School of Nursing following CCNE accreditation and Oklahoma Board of Nursing guidelines.
• Receive visitors to the School of Nursing, answer inquiries personally or refer, as appropriate.
• Oversee planning and coordination of special events held by the School of Nursing, including Pinning and Awards ceremonies, Blessing of the Hands, Summer Nursing Camp and Homecoming.
• Oversee building needs for Stavros Hall, assisting with technology troubleshooting as possible.
• Interview, schedule, and supervise student workers.
• Assist with recruiting activities and events including the upkeep of the department’s social media presence.
• Maintain, order, and coordinate office supplies and ensure working functionality of office equipment.
• And any other duties as assigned.

Knowledge and Skills Required

• Able to organize, direct, manage, and delegate tasks as needed to ensure completion of the business of the school of nursing.
• Self-motivated and able to creatively solve challenges.
• Able to provide clear communication and patience with all stakeholders, with exceptional follow-up skills for closing communication loops.
• Able to establish and maintain effective working relationships with others.
• Able to be highly organized and focused with the capacity to be flexible when priorities suddenly change.
• Possess collaborative work habits with ability to establish collegial relationships, able to participate actively in a team environment.
• Possess organizational efficiency and attention to detail.
• Able to work quickly with a high degree of accuracy, and the ability to multi-task.
• Able to handle confidential information appropriately.
• Able to adjust priorities based on the needs of the school.

Required Qualifications, Experience, and Education

• High school diploma or equivalent.
• Administrative experience in an office - a bachelor’s degree in a related field may substitute for work experience.
• Proficiency in the use of Excel creating and maintaining complex spreadsheets.

Preferred Qualifications, Experience, and Education

• Bachelor’s degree.
• Administrative experience in an academic setting.

Special Requirements:

• Must be a member of a local evangelical* Christian church.
  *Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.

OBU Benefits Summary:

OBU understands that our employees are our most valuable assets when fulfilling our mission. We strive to offer an extensive array of benefits and opportunities for employees to choose from. Full-time employees benefit from the generous OBU provision of premium contributions for nationwide family-friendly Health and Dental coverages along with free life insurance that includes accidental death and dismemberment equal to an employee’s base salary. OBU provides access to optional employee-paid ancillary benefits like vision, hospitalization, critical illness, accident, additional employee-paid family life insurance coverages, and education benefits at OBU and other institutions of higher education. There is generous paid time off that includes annual granted vacation time, accrued sick leave, six annual holidays, and week-long breaks for Thanksgiving and Christmas that include energy conservation days. For all employees working at least half-time, there is an employer matching opportunity for retirement investments in a 403(b)(9) plan administered by Guide Stone. There are numerous other perks and opportunities for OBU employees including FREE family membership to the OBU Recreation and Wellness Center or RAWC, Global outreach university mission trips, cafeteria discounts, and parking privileges to name a few. For more information about the current OBU employee benefits and opportunities, please contact the Human Resources staff at HR@okbu.edu.