Administrative Assistant - School of Nurse Anesthesia
Texas Christian University
Location: Fort Worth, Texas
Internal Number: 497880
The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs, and facilitating department objectives.
Duties & Essential Job Functions:
1. Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics. 2. Creates and maintains digital and physical files for students, clinical coordinators, and vendors. 3. Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory; creating and maintaining binders for clinical sites. 4. Responds to requests and processes education and training verifications for School of Nurse Anesthesia and Advanced Pain Management Fellowship. 5. Assists in organizing and coordinating department social events to include Orientation, Hooding, Workshops, Research Symposium, Career Fair, and Advanced Pain Management Fellowship Workshops and end celebrations. This will include securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, taking minutes. 6. Reserves classroom and conference room space as requested by program faculty, students, and other units in Harris College. 7. Maintains webpages, social media platforms, and sharepoint sites for department by creating and updating content; identifying and resolving issues and implementing results. 8. Manages public relations by greeting customers, students, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions. 9. Assists during application and interview cycle with creating letters, processing applications, assisting with interview scheduling, assisting with upload of reports to application platform (NursingCAS), assisting with creating letter of acceptance and declination. 10. Assist with credentialing of students for clinical rotations: download documents from compliance tracking system; creating packets for students for credentialing and updating packets upon expiration; creating letters of attestation; entering data into Typhon; maintain records for students (RN licensure, immunization records, life support certifications, and other credentialing documents). Maintain demographic spreadsheet for each cohort of students; maintain compliance database, and communicate with students to ensure compliance with credentialing documents. 11. Assist office staff as needed to maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. 12. Assists with budget information as needed. 13. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes. 14. Creates and maintains files in ImageNow. 15. Creates files for Release of Graduate Records to Registrar’s Office after cohort enrollment on first day of the academic year. 16. Performs other related duties as assigned.
Required Education & Experience:
• High School Diploma, GED or equivalent. • 1 year of basic office experience
• Knowledge of customer service techniques. • Knowledge of basic research techniques. • Knowledge of basic accounting practices. • Skill in the use of Microsoft Office, including Word and Excel. • Skill in problem solving and communicating resolutions. • Ability to learn TCU portal and systems to include Box, Outlook and others within the TCU system. • Ability to learn new technology/software platforms to include: Adobe Acrobat, Typhon, NursingCAS WebAdmit, ImageNow, PeopleSoft, ImmuniTrax by Medicat. • Ability to communicate clearly both orally and in writing. • Ability to support prospective student and parent inquiries by phone or in person • Ability to draft grammatically correct correspondence. • Ability to evaluate and make recommendations to improve operations.
TCU Core Competencies:
University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.
Physical Requirements (With or Without Accommodations):
• Visual acuity to read information from computer screens, forms and other printed materials and information. • Able to speak (enunciate) clearly in conversation and general communication. • Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions. • Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting. • Lifting and moving objects and equipment up to 10 lbs.
• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours. • This role is an on-campus, in-person position. • There are no harmful environmental conditions present for this job. • The noise level in this work environment is usually moderate.
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
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