"Administrative Coordinator"

Administrative Coordinator

Nursing, Public Health, and Masters of Athletic Training

JOB SUMMARY: Located in Matteson Hall, the primary purpose of this position is to provide program coordination and administrative support to the nursing department (~80% time) with additional administrative support to the master of athletic training program (~15% time) and the public health program (~5% time) in a manner which contributes to the efficient and effective operation of the departments & programs by performing duties of confidential nature for program support and management, accreditation and licensure support, and staffing/training of student employees.

Employment Type: Full-time (.89 FTE), Benefits-Eligible, Non-Exempt (Hourly)

Office Expectations: 40 hours for 45 weeks (approximately Aug. 1 - June 15), plus 8 hours per week for the remaining 7 weeks.

Pay Range: $18.50 - $21.50

MAIN RESPONSIBILITIES

Support the daily operations and coordination of the programs, including liaise responsibilities with partners (internal and external) and licensure and accrediting bodies.

Accreditation and licensure support responsibilities:

• Organize and maintain student, accreditation, financial and other electronic records deemed necessary within the statutes for state licensure and national accreditation.
• Design and maintain reporting procedures (including Excel files and databases) regarding data, confidential student information, and statistical research. Prepare and generate reports in a timely manner as required by the department chairs, program directors, and accrediting and licensing agencies.
• Assist with admission and retention of student cohorts: Support admission and progression procedures, including determining initial transcript evaluation and other quantifiable data review. Communicate with the Registrar, Admissions, and Academic Advising department regarding admissions, advising, and college graduation requirements of student cohorts. Manage file review for applications, including application profile, transcript evaluation, and additional application documents as necessary and binding & disseminating files to reviewers. Manage the collection of admission and progression requirements throughout the summer and academic year.
• Assist the Clinical Coordinators to facilitate the completion and proper filing of clinical affiliation agreements, background checks, and other faculty/student onboarding requirements.
• Assist the department chairs and program directors with departmental data collection and analysis, monitor trends for program assessment and evaluation.

General office and program management responsibilities:

• Create and revise operational systems and procedures, recordkeeping systems, forms, office layout, and budgetary requirements toward continuous improvement.
• Maintain efficient workflow by organizing office files, supplies and equipment. Provide expertise in the operation of office equipment and maintain supplies inventory.
• Process incoming and outgoing correspondence and mail for faculty.
• Maintain Excel files regarding fiscal management of departmental purchases and expenses.
• Pay bills, create purchase orders, submit expense statements, and collaborate with the department chair and program directors for maintenance of budgetary constraints.
• Assist in the general operation and maintenance of facilities, including the management of fiscal resources for physical maintenance and procurement of supplies. Process requests and make appropriate provisions for maintenance and repair of buildings, classrooms, restrooms, offices, office equipment.
• Serve as a communication link between the public, students, and college departments and faculty. Receive and assist students, visitors, and other guests to Mattson Hall. Create communications via creation of web, print and other materials for events and projects to promote the programs. Assist with maintenance of departmental web sites. Support student associations such as Gustavus Student Nurses Association (GSNA) and Gustavus Athletic Training Association (GATA).
• Respond to faculty, student, interdepartmental, and external community inquiries and requests via email, telephone, and in person or virtual settings.
• Provide support for faculty, such as arranging office spaces, meeting spaces, classrooms, event planning and resource needs.
• Assist with search processes for job candidates.
• Assist with onboarding and orientation of part-time and full-time faculty with information about general policies, procedures, equipment, and campus resources.
• Type and edit reports, letters, and other curriculum or required documents.
• Participate in departmental meetings and other announced activities, including marketing and recruitment activities; prepare and generates department meeting minutes.
• Schedule and coordinate department meetings and ceremonies.
• Coordinate conferences and travel arrangements for the department chairs and faculty.
• Participate in training and other opportunities for continued professional development, including attending on and off campus activities as feasible.

Coordinate enrollment of prospective students:

• Maintain aliases of prospective cohorts.
• Create and maintain documents used for recruitment of prospective students.
• Facilitate initial prospective and transfer student inquiries, including providing analysis of prerequisite plans and transfer equivalencies and working closely with Admission Counselors and Academic Support Center to set up individual family/student meetings.
• Assist with scheduling staffing for Admissions events as needed.

Staffing/training of student employees responsibilities:

• Hire, schedule, train, supervise and evaluate work-study student employees, including monitoring and approving timecards and initiating corrective or disciplinary action for under-performing student workers.

Perform additional duties as deemed necessary to accomplish the goals and objectives of the programs.

Prerequisites

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent
• Two years administrative support or project management
• Proficiency in Microsoft Office, Google suite, and survey software
• Demonstrated ability in supervision and training
• Ability to work independently
• Ability to maintain confidentiality (student files, budget management, etc.)
• Strong written and oral communication skills
• Knowledge of or willingness to learn about a liberal arts college academic setting

PREFERRED QUALIFICATIONS

• Associates or Bachelor's Degree
• Experience with healthcare licensure and/or accreditation.
• Advanced proficiency in computer skills and information technology skills
• Experience in supporting or mentoring others, particularly high school or traditional college-aged students

How to apply: Continue here or visit https://gustavus.edu/jobs/ to complete the online application and submit a resume and any other supporting documents.

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, gender identity, or veteran status in its education or employment programs or activities.

Gustavus offers competitive and comprehensive benefits which include: Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance; Workplace accommodations for physical or mental health concerns; Onsite health services; Free parking, exercise classes, and use of library and athletic facilities; Paid parental leave; Employer contribution to retirement savings plan (after one year of employment); Tuition scholarships for dependents; Tuition benefit plan for employees and spouse; 13 paid Holidays + generous PTO plan.

Gustavus Adolphus College is one of the nation's leading private liberal arts colleges serving approximately 1,800 students. The College aspires to be a community of persons from diverse backgrounds who respect and affirm the dignity of all people. Known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus is located on a scenic 340-acre hill in St. Peter, Minnesota only one hour southwest of the Twin Cities.