Administrative Assistant

Position Purpose and Summary

Provides assistance and administrative support to the dean, faculty, staff and students in the School of Nursing. The part-time position is predominantly on site and is ongoing for 9 months of the year (August 15 – May 15). Three summer months are unpaid.

Key Areas of Accountability

Office Administrative Assistance

• Maintains an overall efficient and fully confidential office.
• Completes a variety of administrative duties under the supervision of the School of Nursing Dean's Office and/or the Assistant and Associate Deans, including the assembling of data to support financial and academic operation of the programs. Includes support to Clinical Placement Coordinator, Lab Coordinator, and designated committees.
• Acts as the main School of Nursing liaison/receptionist, greeting all students and guests, answering questions, giving direction and taking clear and accurate messages, if required, for the faculty and staff. Distribute mail as required.
• Ensures the availability of office and coffee supplies and maintains records of office keys issued to staff and faculty. Maintains the School of Nursing supplies and photocopy budget. Sees to the maintenance and minor servicing of office equipment. Assists in handling, storage and secure recycling of course materials at the end of each academic year.
• Maintains the School of Nursing websites and data management systems (TWU SON website, SharePoint, Clinical Supervisors Moodle site, Shared Drive, or similar electronic information management systems). Coordinate and maintain promotional materials, including electronic monitor display.

Program Support

• Assists the Associate/Assistant Deans with the construction and entry of the undergraduate and graduate nursing courses into the annual course creator. This includes the gathering of data, accurate data entry on a customized form and proof-reading.
• With the guidance of the Executive Assistant, generates, administers, and gathers results from program surveys (e.g., via Survey Monkey)
• Coordinates the collection of Syllabi and grades for Office files each semester.
• Supports the collection of information for the SON Travel Study program; sending out emails and tracking student information needed for travel (recruiting and managing student applications, scheduling orientation, and coordinating meetings).

Faculty Support

• Assists part-time and full-time faculty in setting up and maintaining Moodle.
• Assists faculty with exam copies.
• Takes a lead role in assisting new faculty, clinical supervisors, and staff to set up their new work situations, such as contract completion, obtaining keys, setting up computer passwords, accessing telephone codes, and obtaining parking passes.

Student Support

• Provides support to student groups (e.g., NSA) when needed; this includes sending out emails on their behalf and booking rooms.
• Acts as a general liaison between the student and faculty. Provides accurate and well informed information about the School of Nursing programs and department to inquiries and guests.
• Provides assistants to students for registration, tuition payment, financial aid application process, and website navigation, as needed, by undergraduate and graduate students

Marketing Support

• Responsible for maintaining accurate and up-to-date databases for alumni.
• Provides support for the Dean in updating marketing materials, website, and social media, including LinkedIn, Instagram, and Facebook accounts. Supports the preparation of the Annual Report.
• Supports the Nursing alumni program in consultation with the Alumni Association and under the direction of the Dean.

Event Planning and Assistance

• Works with the Executive Assistant and Program Coordinator to organize the Pinning Ceremony, Nursing Networking Cafés, conferences and other School of Nursing events (room bookings, advertising, catering, ordering gifts).
• Works with Executive Assistant and Assistant Dean to coordinate the First Year BSN Orientation each Sept. Emailing new TWU students, book room, and help foster a welcoming atmosphere.

The Person

Skills and Abilities

• Able to work efficiently and maintain a positive, courteous and professional demeanor with faculty, staff, students, and off-campus contacts
• Desire to learn and grow in understanding of administration; teachable
• Able to multi-task and prioritize
• Able to problem-solve in a collaborative environment
• Able to use multiple software applications to manage student records
• Familiarity with Windows operating systems and platforms, Microsoft Office Suite; willingness to acquire and develop professional skills in new software applications as required and appropriate
• Accurate word processing, proof-reading, and editing skills
• Able to competently use office equipment

Personal

A dedicated and mature Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU's mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

• Reports: n/a
• Reports to: Executive Assistant, School of Nursing

Standards & Requirements

• Education: At least 2 years post-secondary training; BA degree preferred.
• Experience: 1-2 years prior experience in providing administrative support to a large department, preferably in a higher education setting. Project coordination is an asset.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University's mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact Human Resources.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.