Clinical Operation Secretary for CON and SHMS - Seton Hall University : Job Details

This position performs a variety of secretarial duties and provides administrative support to the chairs, undergraduate assistant chairs, faculty and administrators and is the liaison between faculty and students and external constituencies for CON and SHMS. Most specifically, this position supports the clinical contract process and the administrative needs of the simulation center for both schools. Duties and Responsibilities: 1. For the Fall, Spring and Summer Semesters, assist Undergraduate Department Chair in CON in preparing and submitting undergraduate schedule. Prepare and send faculty assignment sheets for Undergraduate Department Chair. Assist in maintaining the schedule spreadsheet and assignment grid for the Undergraduate Department Chair. 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, working with UGD Chair and Assistants Chairs. 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. Assist in the management of the clinical clearance process of all undergraduate nursing students by providing administrative support of this process (familiarity of Castlebranch needed.)2. For Fall, Spring and Summer semesters - work with Assistant Dean for Interprofessional Education on all contract-related activity for SHMS and CON including all related paperwork and adminsitrative support. Serves as liaison between Dean's Office, and clinical affiliates, corresponding directly with clinical site supervisors and legal representatives regarding the contract process from initiation and creation through execution and renewal. Monitors SHU internal evaluation of contracts from CON and SHMS Dean's to the Office of Business Affairs, and SHU General Counsel. Requests and tracks all Certificates of Insurance for both CON and SHMS and clinical affiliates. Assures levels of coverage as stated in agreements are met. Communicates this information to appropriate on- and off-campus individuals. Green folder preparation and other related paperwork. 3. For the Fall, Spring, and Summer, be the point person to assist Simulation Center Directors and Sim Technicians for CON and SHMS in scheduling all simulation experiences. Assist with ordering any simulation center supplies. Assist in new adjunct faculty activation and adjunct contract Required Qualifications: Bachelor's Degree - Business / Project management preferred3-5 years relevant work experience. Strong organizational skills to manage the variety of program and individual student data. Typing and filing skills.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, Sharepoint and Excel, is essential for the position.Knowledge of computer, printer, fax machine, scanner, copier is essential for the position. Desired Qualifications: Initiation of contract from DCE to begin; process of SHU Standard Clinical Affiliation Agreements and a site's own agreement (Non-Standard); Daily flowchart monitoring of pending agreements, requiring constant follow-up steps in order to finalize an agreement and reach full execution. Request for Verification of Contract form submitted from individual Department DCE's, for each semester, completed to ensure that all contracts are current and valid to place a student. Scheduling of DCE Committee meetings, typing and distributing minutes. Position prefers experience in contractual agreement process (i.e. dealing with formal clinical affiliations). Also requires training to handle processing of confidential, background check and drug screening results and communications between Dean's Office and Clinical site personnel. Ability to request and disseminate Certificate of Insurance Information. Legal/paralegal knowledge or training with 3 - 5 years experience is necessary. Highly effective communications skills for the more prominent role in establishing and maintaining clinical affiliation agreements. Salary Grade: Staff Union (Local 153) - SU18.0 Exempt/Nonexempt: Nonexempt Physical Demands: General Office Environment Special Instructions to Applicants:Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action. Advertised: 28 Sep 2024 Eastern Daylight Time Applications close: