VCU School of Nursing · 14 hours ago
Department Administrator
Richmond, VA
Part-time
Hybrid
Mid LevelVCU School of Nursing is seeking a Department Administrator to support the Family and Community Health Nursing and Adult Health and Nursing Systems departments. The role involves overseeing departmental operations, supporting faculty and student engagement, and managing administrative tasks to ensure effective functioning of the departments.
Higher Education
Responsibilities
Assists full-time and adjunct faculty in all phases of course development and implementation, including:
Ordering textbooks and course-related supplies
Collecting student ID badge numbers for access to secure units and sending them to the appropriate department and faculty
Producing, copying, and scanning course materials and images
Coordinating computer scoring of exams
Coordinating acquisition of course-support materials (e.g., obtaining articles from the library)
Scanning articles into PDF format for digital records
Checking publication references for correct formatting
Preparing and disseminating initial and thank-you letters to guest speakers and other contributors
Assisting faculty with the development of PowerPoint presentations
Assisting with the development and proofreading of large posters for presentations
Obtaining parking passes and other required materials for guest speakers
Advising and assisting with the use of software programs for grading and course management
Facilitates communication and collaboration among full-time and adjunct faculty on course teams
Coordinates and provides necessary assistance at course team meetings
Assists faculty in developing systems to expedite and organize the flow of information within their individual office environments
Contributes to community engagement activities by supporting faculty initiatives and actively participating in projects
Assists faculty with travel arrangements and the reimbursement process
Evaluation data may include:
Evaluation data: self-evaluation, feedback from faculty, students and other constituents; observations of Chair
Supports the work of Department Chairs
Collaborates with Department Chairs on long-range strategic planning and systems development to address departmental goals aligned with the School of Nursing and VCU strategic plan
Prepares, copies, and previews materials for administrative meetings, ensuring all required preparation activities are completed in advance of due dates
Compiles annual teaching requests and aligns teaching assignments with the course offering schedule
Produces required departmental, School, and University reports
Composes and disseminates correspondence and completes forms on behalf of Department Chairs
Schedules and manages Department Chairs’ calendars
Coordinates new faculty orientation and serves as an ongoing resource
Serves as the department administrator for CastleBranch and Portfolio
Assists with interview scheduling for adjunct faculty
Manages compliance documentation for faculty (full-time, part-time, and adjunct) in CastleBranch
Reports faculty non-compliance to Chairs in a timely manner
Performs other duties as assigned
Supports departmental activities, including: participating in department meetings, organizing and facilitating celebrations, coordinating student–faculty meetings, supporting advisory group meetings, assisting with faculty search committees
Records and maintains accurate and complete meeting minutes
Ensures transfer of departmental actions to relevant committees or administrators
Tracks completion of departmental goals
Maintains organized and retrievable records of communication between the department and external entities (e.g., ANCC)
Manages day-to-day functions of the department office efficiently and effectively
Responds appropriately to emergency needs and situations and effectively problem-solves as needed
Maintains departmental calendars and distribution lists using Gmail and Google Calendar
Trains and supervises hourly and student workers in the department office
Coordinates with appropriate stakeholders to ensure physical resources for new faculty are in place prior to arrival, including: Office assignments, Office setup (computer, equipment instructions, long-distance calling codes, etc.)
Assists new faculty with orientation to campus resources, including parking, library services, and the VCU Card Office
Identifies needs for additional staffing support and collaborates with the department chair to creatively meet operational needs
Serves as a resource to faculty regarding University policies related to all aspects of departmental functioning
Coordinates with the Office of Enrollment and Student Services to ensure completion of graduate student certification applications
Collaborates with the department chair to support the effective administration of the department
Ensures all departmental expenditures comply with State and University policies and procedures
Creates purchase orders in RealSource
Receives orders in Banner and ensures prompt, accurate payment to vendors through timely invoice submission to Procurement
Uses and manages the University-approved Corporate Card in accordance with School and University procedures
Performs monthly reconciliation of the purchase card in compliance with University policies, including:
Online receipt submission
Required sign-offs
Processing journal vouchers to the correct index and account
Establishes and maintains an organized filing system to document all expenditures and transactions
Collaborates with the Director of Finance to assign correct index and account codes and ensure compliance with financial policies and procedures
Reconciles departmental indexes on a monthly basis
Meets monthly with Department Chairs to review and discuss departmental expenditures
Demonstrates a commitment to risk assessment (considering cost, benefit, and impact) -utilized identified internal control mechanism -practices routine verification of the accuracy of data
Qualification
Required
High school diploma or equivalent
Demonstrated extensive experience as an administrative assistant and office management
A record of excellent customer service and communication skills
Experience with word processing, spread sheets and data bases
Successful work history demonstrating either effective project management or management of multiple complex tasks
Ability to accurately perform basic mathematical calculations
Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU
Knowledge of organizational systems and operations of academic units
Knowledge of leading-edge concepts in office management, administrative support strategies, communication and problem-solving strategies
Knowledge of federal, state and university policies and procedures related to administration of academic units
Knowledge of relevant computer software programs including Windows operating system, Microsoft office, Google, email and calendar programs
Knowledge of fiscal systems (Banner and RealSource); knowledge of Federal, state and university policies and procedures related to administration and fiscal management
Works independently and collaboratively, relying on sound judgment and professionalism
High level organizational skills
High level oral, written and interpersonal communication skills
Initiates effective and efficient problem solving; works to anticipate potential needs of the departments that occur regularly on a defined timeline
Skillful in following complex directions; maintains awareness of long-term goals while attention to detail; works as an effective team member
Sets priorities and meets deadlines in a high-paced environment with multiple competing demands and multiple constituents
Computer proficiency in required programs, computational and accounting skills, proficient in accessing resources via the world wide web
Identify and meet continuous quality improvement needs; uses current technology to maximum efficiency
Preferred
Post-secondary education or equivalent combination of training and experience
Bachelor's degree or equivalent combination of training and experience
Experience in University administration
Benefits
Comprehensive health benefits
Paid annual and holiday leave granted up front
Generous tuition benefits
Retirement planning and savings options
Tax-deferred annuity and cash match programs
Employee discounts
Well-being resources
Abundant opportunities for career development and advancement
And more.
Company
VCU School of Nursing
VCU School of Nursing is more than an institution of learning—we are a community committed to excellence in nursing education and research.
Founded in 1893
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase