"Secretary to the Dean and Business Affairs Director, College of Nursing"

Secretary to the Dean and Business Affairs Director, College of Nursing

The Secretary to the Dean and Director for Business Affairs works to support all aspects of the daily work routine and serves as a resource person for the Chairs, Program Directors and support staff. The Secretary to the Dean and Director for Business Affairs serves as a contact between the Office of the Dean, other university offices and external constituents.

Duties and Responsibilities:

1. Supports the Dean by making travel arrangements, creating itineraries; calendar management for both the Dean and the College of Nursing events; prepares written communication and letters from dean to faculty, administration, students, alumni, and external constituents; filing, faxing, photocopying, mail distribution; coordinates and orders office supply needs for the CON, maintains filing systems both online and physical files. Maintains e-mail, telephone and Other directories. Works independently and autonomously with minimal supervision. Directs and manages oral written and electronic communication between the Dean' office, the University and external community. Receives and initiates contacts on behalf of the Dean. Answer questions professionally; directs phone inquiries regarding external and student matters to appropriate team member and notifies the Dean of important messages and issues. Greet students and visitors with professional demeanor. Assist visitors and/or direct visitors to area of interest.
2. Supports the Dean in preparing for and scheduling meetings with faculty, officers of the University and external constituents. Schedules both internal and external meetings. Responsible for preparation of materials and assists with presentations. In coordination with the Dean, creates and distributes agenda, minutes and related materials. Assists with faculty and administrative searches, manages faculty and adjunct faculty files, prepare letters of hire and appointment and related documents. Assists new faculty in onboarding (obtaining laptops, campus-wide ID's, parking permits). Follow up with faculty members and staff on related interviews. Works independently on multiple projects. Perform general administrative office duties including maintaining extensive databases, tracking information, etc.
3. Schedule and coordinate special events including Convocation, summer and winter graduation celebrations, conferences, workshops, ceremonies, graduate Immersions, student orientations and other events. Prepare and send student awards for Dean's List and at-risk notification letters each semester, graduate and undergraduate graduation awards. Manage logistics including reserving rooms, setting up audio/visual technology, ordering food, beverages and related decor; create and design invitations and programs, and track attendance. Be present at Convocation and Graduate Graduation to be sure all logistics are done and assist with any necessary clean-up not performed by facilities. Assist with special projects as assigned.
4. Provide administrative support to the Director for Business Affairs. Access calendar, making appointments for parents and students, etc. Assist with secretarial functions, such as photocopying, word processing, spreadsheets, etc. Answer student e-mails/calls concerning and during the scholarship awards process. Review applications of scholarship-seeking students for completeness. Maintain student scholarship files and spreadsheets of scholarship-seeking students and in collaboration with the Director of Business Affairs. Record amounts awarded by semester. Arrange and coordinate review of scholarship applications by Director of Business Affairs and UG Advisors. Arrange and coordinate visits by scholarship donors, who wish to interview students. Complete and send out CON scholarship award letters each fall and/or spring.
5. Prepare offer letters, award notices and salary change forms for students hired as graduate assistants for the CON each academic year. Secure information needed for the award notices from students. Respond to student inquiries concerning the CON graduate assistant openings. Also, assist in the hiring of work study students. Assist in the continued and expanded use of computer sites and programs by the College of Nursing. Manage the ordering of supplies and coordinate deliveries for the CON for both the Nutley and Freehold campuses. Order business cards and stationery, using SHU preferred vendor, and name badges for new employees each semester. Provide invoices for items ordered using the corporate credit card(s). Primary contact for visits by vendors/suppliers. Prepare departmental deposits and arrange for their delivery to the Bursar's Office. Other duties as assigned.

Required Qualifications:

Associate's Degree required.

Bachelor's degree preferred.

Salary Range:

$27.898/per hour

Benefits Information:

Full Time Benefits. Life today is complex. That's why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life. These benefits are important elements of your total university compensation package. Benefits include but are not limited to bundled medical, prescription, and vision insurance, dental insurance, and life insurance, and retirement plan. More information is available at https://www.shu.edu/human-resources/benefits.html.

Physical Demands:

General Office Environment