Department Assistant

POSITION OBJECTIVE

Working under disse related direction, the Department Assistant 3 will provide direct administrative support to the PhD Program Director and to the PhD in Nursing Program. The department assistant will coordinate and maintain the efficient operations of the PhD program office by facilitating clear communication with students, faculty, staff, and administration. The department assistant will function as a member of the School of Nursing academic support team providing support for the Council, admissions committee, faculty teaching, and administrative support for all training grants related to the PhD in nursing program.

• Perform various duties of an administrative nature requiring accuracy.
• Provide academic support for the PhD program and has overall responsibility for the smooth functioning of the PhD program.
• Maintain templates and a database of syllabi, organize and analyze faculty course evaluations each semester, analyze and report results of student scores, and support program‑specific syllabus and exam development.
• Maintain confidential records including relevant student forms and records of student academic status.
• Track student compliance with academic requirements and progress through the program.
• Process student petitions, statistics, and contact information.
• Maintain an online database of PhD student information for reports, surveys and accurate data.
• Track academic progress and records of PhD students receiving fellowships, trainee ships, etc.
• Track PhD student awards, presentations and publications; maintain an accurate database.
• Maintain records of PhD Committees, candidacy, proposal defense and dissertation approvals; communicate scheduling and completion of milestones.
• Coordinate PhD dissertation process, including submission to School of Graduate Studies and monitoring university deadlines.
• Coordinate bi‑annual new PhD student orientation.
• Organize and dici the annual PhD Fall Gathering.
• Coordinate advisor orientation in collaboration with the Program Director.
• Assist PhD students in locating funding sources for scholarships or travel to research conferences.
• Assist in preparation of avalanche student satisfaction surveys for the five‑year review.
• Draft annual program reports, including reports to funding agencies for training grants; assist in training grant proposals for fellowships and pre‑doctoral trainee ships. (35%)
• Provide administrative support to the PhD program director and faculty; maintain director’s calendar and appointments.
• Coordinate travel arrangements, reimbursements, and expense records.
• Facilitate communication between the program and other university offices.
• Serve as administrative assistant to the PhD Council; coordinate agenda, meetings and enrollment reports.
• Provide faculty committee support; arrange meetings, refreshments, transcribe minutes and distribute agendas.
• Coordinate workflow between programs and departments within the School of Nursing.
• Assist with review and updating of academic web content with University Marketing and Communications.
• (25%)
• Coordinate communication between students, faculty, staff and administration; implement academic policies of School of Graduate Studies.
• Respond to inquiries from Graduate Studies with the Program Director.
• Maintain Graduate Studies forms on the School of Nursing website.
• Maintain program records: communications, memos, statistics, committee minutes, evaluation information, budget records, syllabi, student correspondence and grant agency contacts.
• Provide administrative support to the PhD Student Nurses Association.
• Notify students and faculty of upcoming events and meetings.
• Maintain office supplies inventory and order supplies as needed.
• Maintain and analyze accounting/bookkeeping records; prepare invoices and reimbursement for processing.
• Authorize routine department expenditures, assist with budgets, reconcile monthly expense statements, conduct budget analysis and forecasting, and prepare expense reports. (20%)
• In collaboration with Office of Student Recruitment & Enrollment, facilitate all stages of student recruitment.
• Coordinate and organize recruitment materials and campus visits.
• Attend and assist with planning of PhD recruitment events, including luncheons and information sessions.
• Collaborate with student recruitment, enrollment and services to keep program information updated.
• Coordinate admissions process, including interview scheduling and voting by admissions committee.
• Provide support for chair of PhD admissions committee. (20%)

Perform duties of other academic support staff members when the need arises. Perform other duties as assigned (