Secretary, Undergraduate Dept
Job no: 495972
Full time/Part time: Full-time
Location: Interprofessional Health Sciences
Categories: Staff - Academic Management
This position performs a variety of secretarial duties and provides administrative support to the Assistant Dean for Student Success, the Associate Dean for the Undergradute Department, the undergraduate chair, undergraduate assistant chairs, other undergraduate faculty and undergraduate administrators and is the liaison between undergraduate faculty and students and external constituencies.
Duties and Responsibilities:
1-For the Fall, Spring and Summer Semesters, assist Undergraduate Department Chair in preparing and submitting undergraduate schedule to Assistant Dean for Student Success. Prepare and send faculty assignment sheets for Undergraduate Department Chair. Assist in maintaining the schedule spreadsheet and assignment grid for the Undergraduate Department Chair. Attend undergraduate department meetings and take and distribute minutes as needed.
2- Check undergraduate student clinical requirements and assist in clearing Undergraduate students for clinical each semester which includes correspondence with students to aid them in this process. E-mail faculty and Clinical Placements Coordinator when a student has fallen out of compliance. Prepare and send Undergraduate clearance attestation and vaccination documents to clinical sites. Send out reminder announcements on Blackboard for clearance deadlines and post Undergraduate clinical placement lists on Blackboard.
3-Support undergraduate faculty with course-related materials such as syllabi, quizzes, exams, etc. Answer telephone calls and respond to inquiries. Make copies. Create tables and charts as required. Serve as department's first point of contact for syllabi requests; ensure syllabi are posted to SharePoint site each semester. For the Fall, Spring and Summer Semesters, prepare e-mails and letters and distribute via certified mail letters to students who do not meet the academic standards of the nursing program in coordination of the Assistant Dean for Student Success and the Associate Dean for Undergraduate Programs and Assessment Maintain files for current undergraduate nursing students and students who completed the program during the past seven years. Manage flow of forms/documents regarding undergraduate nursing students to Enrollment Services. Ensure that Enrollment Services forms have all the required signatures and are filed in student folders.
4-Prepare schedule grids, which are shared with CON faculty, administrators and staff. Prepare letters to faculty with course assignments for the fall, spring and summer semesters. Answer telephone calls and respond to inquiries. Create tables and charts as required. Make copies. Make room reservations as needed.
5-Attend undergraduate department meetings and take and distribute minutes as needed.Maintain and post student notices to Undergraduate Nursing Majors Blackboard site. Serve as department's first point-of-contact-for Blackboard related questions/issues from Undergraduate faculty and adjuncts. Interact with TLTC to be sure parent-child shells for clinical courses are created and assures ExamSoft is available in Blackboard shells. Supports Assisatnt Dean for Student Success in planning retnetion and engagement programming.
6. Point person for Accelerated BSN on Nutley Campus and collaborate with the Assistant Director of Accelerated BSN at Freehold Campus to schedule interviews. Coordinate ABSN orientation on the Nutley campus in coordination with Associate Dean for Undergraduate Programs and Assessment and the Secretary to the Dean and Assistant Dean. Attend undergraduate Convocation to assist Secretary to the Dean and Assistant Dean with logistics.
High school diploma or GED
Bachelor's Degree - Filed of study
Strong organizational skills to manage the variety of program and individual student data. Typing and filing skills.
Ability to determine where and how to resolve issues that might arise with student applications, academic, financial, health, site related, etc.
Strong computer skills to track various programs, current and former graduate students since records not kept by Academic Services. Knowledge of computer programs, such as Word, Banner, Cognos and Excel, Adobe Pro, is essential for the position.
Need training in the specifics of the nursing programs and academic year.
Knowledge of computer, printer, fax machine, scanner, copier is essential for the position.
Strong writing skills needed to assist with correspondence, grant writing, report, writing and notices.
Strong speaking and listening skills. Ability to effectively communicate important information, including information related to College/University policies and procedures as well as NJ Board of Nursing policies and procedures.
Licenses and Certificates:
Staff Union (Local 153) - SU17.0
Special Instructions to Applicants:
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
Advertised: Eastern Daylight Time
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