St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.

Nursing Program Administrative Coordinator

Office of the Dean

College of Pharmacy and Health Sciences St. John's University

Position Function: This individual will support the office activities of the Director of Nursing for the Nursing Program.

Organizational Structure: The individual is employed in the Nursing Program of the College of Pharmacy and Health Sciences and works under the direction and supervision of the Director of Nursing.

Summary:

The Administrative Assistant will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer­ centric support.

The ideal candidate will: maintain a strong customer focus; foster mutual respect; support the university's commitment to diversity, equity and inclusion; practice and promote teamwork; perform independently; maintain confidentiality; adhere to high standards of personal conduct and maintain; and enhance professional/job competency.

Nursing Program Specific Functions:

Calendar & Meeting Coordination:

• Coordinate both academic and individual calendars for the Director of Nursing using sound judgment to prioritize and commit leadership time for meetings, appointments and travel based on an in-depth understanding of the Director of Nursing's priorities and needs.
• Proactively identify and resolve scheduling conflicts.
• Schedule meetings and arrange conference calls for the Director of Nursing as well as nursing faculty, staff, and students as needed.
• Coordinate meeting logistics including location reservations, catering, and equipment.
• Prepare meeting materials and presentations (Retreats, Teaching Days).
• Draft and distribute meeting agendas (Weekly/Monthly Nursing Faculty Meetings, Nursing Curriculum Committee, Nursing Admission, Progression and Retention Committee, Nursing Program Evaluation Committee, and Nursing Professional Partners, NP2).
• Attend meetings and manage meeting minutes as requested by the Director of Nursing.

Administrative Operations & Projects:

• Support the needs of the Director of Nursing, including but not limited to, purchasing supplies and travel expenses; processing of expense reports and credit card statements; verifying receipts; record and database maintenance requests; and complying with university budget policies.
• Management of all undergraduate student files to comply with FERPA and HIPPA Regulations including the collection of health documents used for student placements as per the student handbook and American Association of Colleges of Nursing (AACN) guidelines with discretion and respect for personal information documentation.
• Prepare information and materials as needed for orders, programs, projects and other Nursing Program commitments, including faculty, visitor, and speaker, reimbursements, honorarium payments, and trainings.
• Coordinate Nursing Program events such as the Annual Nurse Pinning Ceremony: A Rite of Passage for Graduates and related programs in collaboration with the Director of Nursing, nursing faculty, and other members of the Dean's Office.
• Research and disseminate undergraduate nursing student grants, scholarships, and Sigma Theta Tau International Nursing Honor Society materials.
• Work independently on special projects for the Director of Nursing including, but not limited to:
  • assistance with data collection for Commission on Collegiate Nursing Education (CCNE) accreditation reports and follow-up action plans; assistance with data collection for AACN Annual Reports;
  • assistance with data collection for the New York State Board of Nursing Annual Reports;
  • Nursing Advisory Council coordination and recording and distribution of minutes;
  • coordination of all grant opportunities/endeavors;
  • and assist with tracking of nursing graduates and generate reports/surveys as required by outside agencies.
• Provide administrative support for faculty searches, including scheduling and booking travel, as needed.
• Support the annual faculty review processes including tracking of deadlines, forms, signatures, and filing.
• Support other academic operational activities, including online nursing student requests for documentation, verification, and references.
• Assist the office with operational support, including the processing of contracts, and clearances needed for background checks.
• Assist with other compliance-related activities as required by accrediting bodies, including tracking and filing of Nursing Program documentation.
• Work on discrete projects, providing project coordination, documentation, and support.

Communications:

• Serve as the primary point of contact for the Director of Nursing for internal and external constituencies.
• Maintain accurate contact lists and listservs in collaboration with secretarial staff.
• Coordinate communications from the Director of Nursing to internal and external constituents (DONs, CNOs, facilities, information technology, security).
• Respond to phone, email, and in-person inquiries in a timely, professional and respectful manner, while making autonomous, accurate, and swift judgments to triage all types of inquiries.
• Responsible for sorting and distributing incoming correspondence, including mail, faxes, and email in collaboration with other secretarial staff.
• May assist with drafting and/or proofreading emails, letters, reports, or other documents and correspondence as needed.
• Additional duties and responsibilities as assigned by the Director of Nursing.

Qualifications:

• Bachelor's Degree or equivalent work experience required.
• Minimum of two years in higher education or nursing program.
• Advanced proficiency with MS Office (Word, Excel and PowerPoint).
• Intermediate proficiency with Adobe Suites.
• Excellent verbal and written communication skills, including editing and proofreading.
• Exceptional planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Ability to work well with culturally diverse populations within an organization.

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $53,100. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

This position may be relocated to any of St. John’s University’s physical locations at any time

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.

St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

Required Skills

Required Experience