Program Assistant - Professional Services Specialist 4
POSITION: PROGRAM ASSISTANT- PROFESSIONAL SERVICES SPECIALIST 4
LOCATION: NURSING DEPARTMENT
SUMMARY: The program assistant role will provide administrative assistance and support to graduate nursing programs. The Program Assistant will represent the Nursing department to prospective and current students, clinical agencies, and NJCU professional staff and faculty in alignment with the NJCU mission and vision statements.
Responsibilities include the following:
• Department Assistance:
o Provides administrative assistance to Nursing Department faculty and adjuncts
o Establishes and maintains cooperative working relationships with university staff and external contacts whose functions impact assigned responsibilities.
o Manages ePRO for processing office supply orders and employee reimbursement, as assigned.
o Manages department email accounts to answer prospective and current student inquiries regarding department programs and updates
o Assists with event coordination and department program representation
o Manages and safeguards office equipment and supplies.
o Maintains essential records and files
o Checks and verifies data accuracy and completeness.
o Prepares and sends official correspondence.
o Applies principles, federal and/or state laws, and regulations in the course of official duties.
o Maintains student, faculty, and departmental business confidential in accordance with HIPAA and FERPA laws
Assistance for Nursing Department Chair:
o Answers inquiries
o Provides/records department data
o Assists Nursing Department Chair person with reports and day to day management of the department
o Provides correspondence between students and department chairs regarding registration, transfer credits, and general grievances.
o Consults with supervisor/nursing department faculty and chair regularly to discuss progress, identify problems, and effect resolutions.
Student Assistance:
o Respond timely to student inquiries via email or phone
o Refer all students to appropriate campus resources
o Retrieve information to assist with student issues, as appropriate
Marketing Assistance
o Creates marketing materials (flyers, event information and programs, brochures, etc.) for events and program information.
o Assists in creation of news stories for Nursing department for CPS newsletters
o Management of Nursing department webpages (edits completed as assigned and approved by Department Chair)
Record and distribute meeting minutes:
o Bi-Weekly support staff meetings
o Monthly department meetings
Supervise and train clerical work-study:
o Assigns and monitors the work of part-time and/or student workers as required.
o Provides guidance and instruction in the proper and safe use of equipment for which the area is responsible.
Education: Bachelor’s degree is required
Requirements:
• Problem solving and critical thinking skills
• Excellent organizational, interprofessional and communication skills
• Computer literacy and netiquette skills
• Completes assigned tasks in a timely and organized manner
• Proficiency in Microsoft Office products
• Knowledge and proficiency in Blackboard LMS
• Knowledge of academic administrative processes, planning and scheduling
We offer a competitive Compensation and Benefits Package
New Jersey City University is an equal opportunity institution encouraging a diverse pool of applicants.
New Jersey City University is a Tobacco and Smoke Free Campus. For the health of our employees, students and visitors, smoking, vaping and tobacco use is not permitted on campus. This includes all buildings, grounds and parking lots.
SAME Applicants: Candidates applying under the New Jersey “SAME” program, must include a Schedule A or B letter with other supporting documents (resume, proof of degree, etc.) by the closing date indicated above. For more information, please visit https://nj.gov/csc/same/overview/index.shtml , email: [email protected], or call CSC at (833) 691-0404
New Jersey City University (NJCU) is not accepting applications from third party recruiters for this position. Any resumes, curriculum vitae or applications submitted to NJCU for this position shall be deemed the property of NJCU and no commissions or referral fees shall be paid.
