Program Assistant - University of Central Missouri : Job Details

Salary: $18.25 HourlyLocation : MIC - Missouri Innovation Campus, MOJob Type: Non-Exempt Staff Full TimeJob Number: 998941Division: School of NursingOpening Date: 09/25/2024Closing Date: ContinuousDescription Serve as the Program Assistant - MIC Lee Summit Nursing Program under the administrative guidance of the School Chair and in collaboration with the Warrensburg Nursing Program Assistant to include: plan, document, and monitor the school's budget as it relates to maintaining and ordering inventory.Function as a customer service relations specialist to include: receive, research, and respond to inquires presented to the school via telephone and walk-in customers. Promote programs to potential students. Apply critical thinking skills to determine proper routing of customer inquiries to the school staff or specific departments on main campus. Alter Chair of potential problems requiring higher level attention. Work with Chair to develop and implement new customer service processes as needed. Schedule routine and requested appointments with the school chair.Serve as the MIC Lee's Summit School of Nursing Office Manager, to include: coordination of office calendar and deadlines, purchasing, inventory, and equipment maintenance. Assist in the hiring and training of temporary and student employees. Provide oversight of students and temporary employees.Provide Administrative support to the school Chair and Faculty MIC Lees Summit to include: scheduling appointments, meeting rooms, and extracurricular use of classrooms, creating and distributing correspondence, in the Chair's absence. Assist in coordinating off and on-campus events to include in-service, luncheons, receptions, etc. and communications between Warrensburg and UCM-Lee's Summit. Examples of Duties Provide administrative support to the School of Nursing at MIC Lee's Summit in collaboration with the staff in Warrensburg and also will serve as office manager. - 40%

• Works collaboratively with LSR7 to schedule space for classes, meetings, and events.
• Assist in the supervision of temporary & students employees, when applicable.
• Working closely with the School Chair for preparation of school reports (e.g. state, regional, national including accreditation)
• Facilitates acquisition and maintenance of equipment for School of Nursing.
• Gathers and sorts mail and packages as needed.
• Provides job applicants with information about MIC Lee's Summit and Site Director, as requested by school administration or Search Committee Chair.
• Schedule meetings and appointments for the school chair and other faculty as requested.
• Coordinate and schedule seminars and special events (e.g. Nursing Recognition Ceremony), and visiting faculty arrangements.
• Aid school chair with correspondence, rosters.
• Aid with preparation of internal and external review documents including materials for Missouri State Board of Nursing approval and national accreditation (Commission on Collegiate Nursing Education - CCNE)) at multiple option/program levels, and curriculum changes. Complies necessary data as directed.
• Takes minutes at school meetings as needed. Transcribe, correct errors, and distribute minutes to faculty. Maintain minutes in Blackboard school community for review purposes.
• Monitor and assist with special projects and report non-routine activities to the School Chair.
• Assist school chair and/or faculty in the performance and completion of academic, administrative or any department, college, or university-related assignments, duties and responsibilities.
• Print and send information letters or electronic communications to prospective students.
• Maintain school files and historical records.
• Attend workshops to maintain and continuously improve computer and job-related skills, as office professional determines is necessary or as suggested by University directives.

Function as office manager, to include: - 35%

• Manage the school's office in MIC Lee's Summit for full-time faculty, adjunct faculty and nursing major students.
• Responsible for submitting work orders, monitor progress of work orders, and determine if work is complete. Monitor building access serves as the primary contact for faculty, staff, and students for key requests. Serve as the point of contact for emergencies in the facilities.
• Hire, supervise, and train student office workers, when applicable. Assign the appropriate work-load for each student worker. Approve student time-sheets.
• Maintain office calendar and monitor deadlines.
• Manage purchasing activities. Coordinate purchase of laboratory consumables and equipment. Prepare equipment and laboratory supply purchases, place, receive, and inventory orders. Coordinate purchase of software licenses, laboratory instruments, and teaching equipment.
• Order and maintain current inventory of office supplies.
• Maintain office equipment and furniture inventory.
• Maintain and coordinate the repair of office, laboratory instruments, and teaching equipment.
• Create and maintain computerized and manual filing systems. Create and maintain student and faculty files. Prepare undergraduate paperwork.
• Schedule office equipment maintenance and ensure availability for copiers, fax machines, etc. Maintain current service contracts on office equipment.
• Serve as the departmental technology monitor, i.e. computers, multi-media classrooms and phones. Call-in work orders to repair malfunctioning equipment.
• Post school communication for chair/faculty/staff through Blackboard UCM.
• Manages all faculty and adjunct records including all hiring materials.
• Arranges for production of numerous reports for University, accrediting agencies.
• Arrange all school events held in Lee's Summit; including Nursing Recognition ceremony, Nurse Visit Day, Nursing School orientation, recruitment events, etc.
• Manages school and alumni database.
• Maintains and organizes student and faculty files.
• Posts curriculum materials using Adobe Acrobat, as needed.
• Prepares internal program evaluations

Function as customer relations specialist to include: - 20%

• Serves as ambassador between School of Nursing at MIC Lee's Summit campus and its customers.
• Maintains positive rapport with customers via telephone, in person, and via e-mail.
• Provides nursing program information to prospective students, and proactively advises them of possible relates courses of interest.
• Receives routine written and verbal customer queries, evaluates the situation to determine appropriate course of action and/or enhanced effective customer service strategies.
• Ensures an adequate quantity of up-to-date forms and brochures are available in the reception area to provide to customers.
• Represents School of Nursing including arranging tours and presentations at MIC Lee's Summit , as needed.

Under the administrative guidance of the School Chair, plan, document and monitor the department budgets, to include: - 5%

• Plan, document, and monitor the fiscal year budget, consisting of organizations and foundation accounts of the School of Nursing.
• Monitor foundation accounts, organize scholarship and academic achievement award payment requests, and assist faculty with award communications to students,
• Monitor budget, prepare required paperwork.
• Maintain and update contracts/affiliation agreements with vendors and clinical partners.

Typical Qualifications Education:

• Associate's degree in Office Administration, Business, or related area required.
• Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA/60 Hours = 2 years experience; BA/BS/120 Hours = 4 years experience.

Experience:

• Two year of related office experience required with at least one year of customer service related experience required.
• Preferred experience: administrative support experience assisting an administrator/director.

Supplemental Information Physical/Environmental Factors:

• Lifting (weight) - 25 lbs.

Special Instructions:Full-time benefits-eligible position: Benefits include competitive salary; health, dental, vision, life insurance, AD & D, long-term disability; 3 weeks paid vacation per year; 3 weeks of accrued sick leave per year; 13 paid holidays; retirement; and generous education assistance for an employee, spouse and dependent children taking classes at UCM.Part-time benefits-eligible positions: Benefits include generous education assistance for an employee, spouse and dependent children taking classes at UCM.Temporary, adjunct, student employment, or graduate assistant positions: Benefits are not included.Completed UCM online application for employment required. Incomplete applications will not be considered.A review will begin immediately and continue until filled unless indicated otherwise.NOTE: A background check is required for the selected candidate of all staff, faculty, adjunct, and temporary positions and any job offer is contingent on the results of this check. Student employees and graduate assistants do not require a background check to be conducted prior to employment.The University of Central Missouri is an Equal Opportunity Employer and specifically invites applications from women, minorities, veteran status, and people with disabilities.Our faculty and staff are the university's most valuable asset, and our goal is to provide a robust Total Rewards Program designed to help them maintain a happy, healthy, and productive lifestyle. Highlights from UCM's total rewards package for full-time employees include:

• 28.75% (staff) and 6% (faculty) defined retirement contribution, paid by the university;
• Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan;
• Employees can earn up to full tuition (15 credit hours) for themselves per academic year. Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year. Employees can earn up to full tuition for their dependents;
• Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire. Basic dental and vision insurance paid at 100% by the university;
• Available Health and Dependent Flexible Spending Accounts;
• University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage;
• Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year.
• The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years.
• The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus.
• An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life;
• UCM offers an Employee Discount Program through Working Advantage.

To learn more about the wonderful benefits available as a University of Central Missouri employee, visit our !01 Do you have at least 2 years of related office experience with at least one year of customer service-related experience?

• Yes
• No

02 Do you have an assoicate's degree in office administration, business, or a related field?

• Yes
• No

Required Question