Home / Administrative Assistant – Nursing, Allied Health, and Physical Education

Nursing, Allied Health, and Physical Education
June 28, 2021
Job Type
Finished High School
200 I st. NE


Administrative Assistant

Department: Nursing Job Status: Full Time

FLSA Status: Non-Exempt Reports To: Debbie Morgan

Grade/Level: 8/7 Amount of Travel Required: No travel required

Work Schedule: Positions Supervised:




The Administrative Assistant will be responsible for the daily operations of assigned buildings on campus, with additional duties under the Department Chair to which they report. These additional duties for each AA will be submitted in a detailed addendum to follow. Resumes or other supplemental material cannot be substituted for any part of the application. Please print a hard copy and send it along with your resume to the following address: Personnel Department Northeastern Oklahoma A & M College Box 3971 Miami, OK 74354. You may call the Personnel Office at (918) 540-6378. AA/EOE



Essential Functions Statement(s)

· Serves as receptionist for building and department chair;

· Assists department chair in preparing reports, correspondence, and other documents;

· Available to assist students when faculty are in class or not in their offices;

· Coordinates student feedback/learning environment surveys, distributes and collects course selection forms, distributes/collects documents for school;

· Assists with work-study hiring process;

· Prepares and submits adjunct faculty/overload spreadsheet to VPAA secretary;

· Handles confidential paperwork such as faculty evaluations (copy, file, etc.);

· Maintains record of faculty absences;

· Assists with class cancellation process;

· Oversees maintenance of office equipment and supplies;

· Submits maintenance requests for building;

· Assists with scheduling rooms in building for use by outside groups;

· Helps with security for computer labs and/or building;

· Delivers and retrieves mail and interoffice paperwork to/from appropriate parties;

· Maintains copies of requisitions, travel requests, interoffice memoranda and correspondences, and other documents;

· Sends faxes, makes phone calls as requested;

· Makes copies;

· Prepares documents such as spreadsheets & word documents;

· Maintains student files;

· Maintains office supplies at an acceptable level;

· Assists in mailing and compiling recruiting materials for potential students;

· Maintains current supplies of recruiting materials and assist in recruiting; efforts to maximize success of Department;

· Performs additional duties as assigned by department chair.


Education: High School Graduate or General Education Degree (GED)

Experience: One to two years related experience

Computer Skills

Word, Excel, Outlook, etc.


The College has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.



Addendum to the Administrative Assistant Job Description


1. Gathers and maintains statistical data for Oklahoma Board of Nursing and National League for Nursing annual reports.


2. Assists with preparation of self-study and annual reports for submission to accrediting/approval agencies.


3. Assists with preparation for program accreditation site visits.


4. Examines ADN Traditional and Fast Track student applications and forms for completeness and compliance with rules and regulations. Follows up with students in person and by correspondence to obtain further information, collect admission documentation, and verify transcripts.


5. Maintains updated electronic file of nursing student applicant information for reporting purposes.


6. Prepares and sends appropriate letter to each nursing student applicant concerning acceptance/denial to the program.


7. Assists with nursing student enrollment by gathering data for and preparing information enrollment packets. Arranges for background checks, fingerprinting, drug screening and ordering of uniforms. Coordinates with second year volunteers as to duties during the day.


8. Coordinates the enrollment appointments for Department Chair and faculty.


9. Gathers and maintains database for Advisory Council members and assists in coordinating the Advisory Council meeting. Prepares correspondence and return invitation memos for members.


10. Opens and maintains files of all nursing degree major students.


11. Maintains binder with copy of nursing students’ medical history, immunizations, and CPR certification.


12. Prepares materials for Advisory Council meetings. Records minutes and sends finalized material to members not in attendance at meetings.

13. Prepares list of agencies possessing contractual agreements with the Allied Health Department programs.


14. Prepares correspondence and contractual agreements for agencies and clinical affiliates and records their return. Routes documents for signatures to the President.


15. Prepares correspondence and schedules to clinical agencies on an as-needed basis.


16. Maintains up-to-date file on all graduates, including current mailing and email addresses.


17. Maintains up-to-date alumni file, including current mailing and email addresses, and coordinates alumni events.


18. Assists with six-month and one-year graduate surveys and supervisor rating survey.


19. Serves as a liaison with clinical agencies and on-campus departments and the Nursing, Allied Health, and Physical Education Department.


20. Serves as Building Warden and all responsibilities required, including coordinating fire and tornado drills.


21. Assists, as needed, with Nursing Pinning Ceremony.


22. Maintains and follows the Records Retention Policy for students and alumni.

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