College: SOWELA

Department: Academic Affairs

Sub department: School of Nursing & Allied Health

Type of Appointment: Unclassified - Administrative/Staff

Salary: 

Duties and Responsibilities: Maintain knowledge of the general College policies and procedures, as well as the Division.

Provide information to students in a professional and respectful manner regarding the admissions process and application policies and procedures.

Promptly, accurately, and professionally respond to student inquiries and questions.

Develop and maintain a close working relationship with individuals, departments, and organizations on campus as well as various constituencies off-campus, including secondary school officials as it relates to the School.

Assists with student orientation and registration.

Maintain confidentiality of records and information (FERPA Compliance) for the School.

Maintains an electronic database for each class on admissions, drops, and re-entry dates into the program (RN and PN on main campus and other sites as requested).

Maintain files accurately, on paper and in software programs (such as Banner and Microsoft Office programs) for the School.

Responsible for maintaining confidential information on all Nursing and Allied Health students.

Maintains a hard copy file for each student in accordance with the institution and regulatory standards (LSBN, LSBPNE, etc.).

Files documents and personal records of students and instructors.

Maintains an electronic and hard copy file on all students who meet the criteria for the admission into the different Nursing and Allied Health programs.

Contacts students to obtain post-graduation or withdrawal data information for all programs at each campus.

Enters job placement information into the online portal as directed for programmatic accreditation.

Enter Industry Based Certifications (IBCs) for appropriate programs as requested.

Types letters, memorandums, and other correspondence for the School.  

Prepares and maintains schedules and documents.

Records and transcribes minutes for the School’s meetings.

Enters School of Nursing and Allied Health class schedule building into the online Banner system for each semester.

Reviews catalog and website for changes/updates and submits to appropriate department.

Ensure textbook requests are uploaded to the online portal/ bookstore for all School programs.

Attends advising meeting with Enrollment Management and Student Advising with the Dean.

Assists with each program accreditation process as requested.

Designs and prepares flyers, forms and other material for departmental use.

Responsible for maintaining a calendar as directed; screening phone calls; proofreading, editing and typing School of Nursing and Allied Health reports.

Create statistical databases in Microsoft Excel for record keeping and reporting purposes.

Checks and delivers mail for the School of Nursing and Allied Health.

Implements annual equipment inventory with Program Coordinators at each campus and maintains an inventory of equipment and supplies for the School of Nursing and Allied Health main campus (Lake Charles).

Prepares and maintains purchase requisitions for equipment and supplies for all four SOWELA campuses School of Nursing and Allied Health programs and secures appropriate signatures before sending them to Business Department.

Follow up with the Program Coordinators/Directors to ensure that equipment and supplies were delivered. Responsible for contacting the business office for assistance if items are missing or have not been received in a timely manner.

Assist in development of various reports for the different campuses and works with the various Program Coordinators.

Enters School of Nursing and Allied Health course syllabi in Simple Syllabus.

Contacts vendors for quotes for equipment and supplies.

Responsible for scheduling vendors and assists with the annual School of Nursing and Allied Health Career and Education Fair.

Submits maintenance/custodial/IT help requests as needed.

Reviews and submits changes/additions, if needed, for the college catalog and student handbook.

Responsible for maintaining up-to-date list of clinical contracts and facilities for all campuses/programs and notifies Dean of upcoming expiration dates.

Prepare clinical contracts for all School of Nursing and Allied Health programs.

Required Education: Associate degree

Required Experience: Three years of administrative / clerical experience

Required Knowledge, Skills and Abilities: Knowledge of support services available to students and a commitment to encourage students to take advantage of those services.

Must possess excellent organizational decision-making skills.

Strong analytical skills.

Ability to manage multiple and competing priorities.

Ability to work independently with limited supervision.

Ability to develop rapport with students with skills such as approachability.

Maintain confidentiality of records and information (FERPA Compliance).

Proficiency in the use of standard office equipment and networked personal computers.

Proficiency in or ability to become proficient in a variety of software, including but not limited to Office 365 apps, Adobe, and other database systems.

Skilled at communicating clearly and effectively, both orally and written, at all levels.

Ability to perform basic mathematical computations needed to complete job tasks.

Skilled at planning, organizing, and prioritizing job duties to meet deadlines.

Maintaining interpersonal professional working relationships at all levels – students, peers, and Executives.

Required Licenses or Certifications: 

Preferred Education: Bachelor's degree

Preferred Experience: Five years of administrative/clerical experience

Preferred Knowledge, Skills and Abilities: 

Benefits: As a member of the Louisiana Community and Technical College System, SOWELA has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.

Passing pre-employment criminal background screen is required as a condition of employment. SOWELA is an equal opportunity/equal access employer. SOWELA is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.