University of Charleston

University of Charleston

Posted April 19, 2022

Administrative Assistant for Health Sciences

Capito Department of Nursing, University of Charleston


Job Description: 

Administrative Assistant performs secretarial duties for both the traditional and/or weekend programs within the Capito Department of Nursing. In addition to typing, filing, and scheduling, he/she performs duties such as financial record keeping, coordination of meetings, obtaining supplies, direct mailings, and working on special projects as assigned. The Administrative Assistant also answers non-routine correspondence, assembles confidential information, and assists callers, visitors, and internal personnel. Independent judgment is required to plan, prioritize, and organize a diversified workload, recommend changes in office practices or procedures. Must maintain professional, upbeat, and energetic demeanor. This position reports to the Chair, Program Director of Nursing.


Specific Duties:

  • Greet visitors, establishes nature of business, and directs visitors to appropriate person
  • Provide excellent customer service to prospective students including tours, individual meetings, and transcript review
  • Answer telephones efficiently in professional and courteous manner
  • Provide information to callers and/or route to appropriate individual, or take messages, etc. as directed
  • Retrieve and act on voice mail messages
  • Develop and maintain a database of prospective students for targeted messaging
  • Monitor, set up, and maintain files for the nursing program, both prospective and current students within the Capito Department of Nursing
  • Maintains databases of student contact information and on-line calendar
  • Organize, coordinate and schedule complex activities such as faculty/staff travel arrangements including itineraries, briefing materials, appointments, and arrangements for conferences and lodging
  • Follow-up and track purchase orders or expense reports involved
  • Perform desktop publishing duties by creating and developing visual presentations
  • Design and draft general correspondences, memos, charts, tables, graphs, signs, etc.
  • Proofread copy for spelling, grammar, and layout, and makes appropriate changes
  • Merges documents, sends thank you notes as appropriate
  • Edit documents, drafts, and related correspondence for faculty/staff
  • Serve as a recording secretary for assigned committee and/or department faculty meetings
  • Ensure that all participants have a meeting agenda and remind attendees of meeting schedules
  • Attending meetings, take, transcribe, and distribute minutes
  • Works closely with the advisory committees for meeting scheduling, meeting minutes, and ensuring agendas are correctly distributed
  • Notification of members of meeting times, location, and refreshments
  • Arrange meetings and special events (graduation, receptions, etc.) as needed by reserving meeting space, arranging food service (as needed), and working with the Facilities for room set-up (as needed)
  • Process expenses; submit purchase orders, etc. to the office of the Dean of Health Sciences and Program Director of Nursing
  • Maintain hardcopy and electronic bookkeeping spreadsheet records for all program budget purchase orders, expense reports, etc.
  • Deliver outgoing mail and pick up the incoming mail in the morning and in the afternoon
  • Open the mail, date stamp and route mail to appropriate personnel


  • Work closely with departmental administrators to facilitate orientation and training of new faculty and staff.


  • Assist staff/faculty in preparation of self-study reports, accreditation, site visits, etc., as directed. Or as needed, assist with the data collection and reporting as required for accreditation assessment and reports


  • Collaborate with the Chair, Program Director of Nursing to support ACEN (Accreditation Commission for Education in Nursing) accreditation and state board requirements, including assistance with writing professional academic reports, maintain data, and reporting data


  • Assists in the recruitment of students into the program. This position meets with potential students to provide information and guidance in the scheduling of classes needed to meet the prerequisite requirements for the programs, to ensure all required documentation is available at the time of consideration by the Admissions Committee, and assemble all information including score sheet, prior to selections of the students. Works with inquiries to ensure potential students understand the admission criteria, prerequisites, and how the program works. Processing of applications, and presentation of candidates to the Admission Committee.


  • Collaborate with Enrollment Services to facilitate nursing recruitment goals and strategies. Develop and maintain pre-nursing student relationships. Maintain positive relationships with students, faculty, staff, adjuncts, and the community of interest. Work effectively as a team member to accomplish specific goals, accept guidance from peers and supervisors, and work with diverse personalities.


  • Advises pre-nursing students prior to program acceptance, helps to assign nursing advisors to admitted nursing students, and maintains an accurate record of advisors/advisees.


  • Serves as the primary advisor for pre-nursing students; reviewing transcripts and Admissions to ensure incoming students have the necessary courses and GPA (Grade Point Average) to apply to the program; works with students to schedule courses to meet the requirements for the program; and works with pre-nursing students in getting GPA to the required level to be eligible for the program. Support students in establishing realistic and attainable academic and career goals. Assist students in determining educational plans, choosing courses, and exploring majors, minors, and career options. Counsel students on options to satisfy degree requirements.


  • Design and manage the admission processes for the Capito Department of Nursing including scheduling of the Test of Essential Academic Skills (TEAS), evaluate students’ completion of immunizations, CPR, and background checks in the admission process as well as track compliance throughout the nursing program in Castle Branch


  • Perform other duties as may be assigned by the Chair, Program Director of Nursing


Minimum Requirements:

  • Associates or Bachelor’s degree is preferred
  • Minimum of 3 years’ experience working in a high-volume, busy work environment is highly desired
  • Minimum typing speed of 40 wpm
  • Excellent organizational skills, detail oriented, and the ability to multi-task is necessary
  • Proficient use of MS office products (Word, Access, and Excel) and internet computing skills is required
  • Applicant must be dependable, demonstrate excellent work ethic, be able to excel in a high-volume environment, be able to adapt to a developing environment, have a customer, public-service orientation and willing to work cooperatively in a team environment
  • In addition, the applicant must have the ability to set priorities, take initiative and work with minimal direction, and exhibit the ability to maintain high professional standards
  • The position requires data entry and access to sensitive and confidential student information
  • Applicant must be able to adhere to student confidentiality policies and procedures and be enthusiastic about working in a collaborative environment


Interested applicants should submit cover letter, resume, references, and salary

requirements to:

University of Charleston
Amy Bruce



The University of Charleston is an Equal Opportunity Employer