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.
• Works in conjunction with DNP Director and DNP Specialty Director to facilitate and coordinate meetings and forms for IRB with faculty, chairs, project teams and students.
• Supports data from research projects as needed.

Budget and Finance (10%)

• Process and verify all invoices, check requests, honorarium paperwork and payments, payroll adjustments, purchase requisitions, and P-Card expenditures are accurate and posted to appropriate cost account.
• Assist in of the preparation of annual documents such as program reports to accreditation organizations.
• Reconcile budgeted and projected faculty hours, sections, and seat caps in online program.
• Coordinates with PD for completion of the FIA process, multiple times per year.

Human Resources Management (15%)

• In conjunction with the Manager of Faculty Recruitment, review adjunct applicants and disseminate to appropriate directors and managers.
• In conjunction with the Manager of Faculty Recruitment, oversee departmental onboarding of all new faculty and staff.
• Coordinate out-of-state online adjunct hiring with Office of People & Culture (OPC), Academic Affairs, and state approval authorization staff.
• Process all DNP Faculty Instructional Assignment (FIA) for all DNP full time and adjunct faculty.

Special Events (5%)

• Manage complex scheduling arrangements involving multiple parties, such as departmental graduations, large meetings, retreats, vendor visits, open houses, and events.

Other Duties and Special Projects, As Assigned (5%)

• Special projects assigned across CoN, as necessary.

• DNP student contracts: Enters in CCRF for site & monitors status of contract. Follows up as needed with the site for any unsigned contracts- updates contact info and resends for signature when needed.
• Student enrollment: Every semester. Crosswalk courses with students to predict enrollment for upcoming semester.
• DNP restructure/ mapping --ongoing
• Project courses: Every semester. Inform students which section to enroll in so that they correspond with their chair. Moves students into correct sections if needed.

• Hooding ceremony: End of spring & fall semester. Plans hooding ceremony. Coordinates vendors, estimates attendance, creates programs for ceremony, plans agenda.
• Student orientation: Every fall and Spring term typically in August for fall and December for Spring..
• DNP student presentations: Every semester. Coordinates with media services to record and separate each student s presentation. After presentations, files recordings appropriately into student s folders in Teams.
• DNP handbook- Every fall and Spring. Make any necessary changes to handbook regarding any updated curriculum, policies, etc. Cross reference with main SMU handbook to ensure accuracy. Liaison with DNP FNP, DNP PMHNP, A-DNP program directors and AAs to ensure program specific policies are accurate.
• SAS: every semester. Creates schedule within SAS and monitors as needed for any faculty or section changes.

• EOCRs: Every semester. Collects EOCRs from all faculty at the end of each semester and files appropriately.
• DNP marketing/ admissions meetings: Attend meetings for updates & gathers consent forms from student presentations to increase marketing material.