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University of Rochester Assistant to the CLL Program Director - 229096 in Rochester, New York

Assistant to the CLL Program Director Job ID 229096

Location School of Nursing Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 SON Staff/Education Programs

Schedule

8 AM-4:30 PM

Responsibilities

Position Summary

With limited direction and considerable latitude for independent judgment and decision making, this position serves as the specialized administrative assistant managing the services and programs of the Center for Lifelong Learning (CLL) in the School of Nursing. Responsible for the analysis of work flow related to program administration, developing and implementing office policies and procedures and managing administrative services for the CLL. Independently performs duties requiring advanced knowledge and management of educational support systems and extensive experience with policies, procedures and practices of the University. This position requires exercising sound judgment in the prioritization of changing programmatic needs, working collaboratively and courteously, and communicating effectively. This position will work closely with the Program Director for the CLL, CLL program faculty and staff, the Administrator for Education, students, external customers and other administrative staff.

Specific Responsibilities

Student Registration and Records Management (35%)

  • Manage the student experience from the point of Admission forward for all CLL course offerings. Includes directing students through registration and facilitating all onboarding requirements, which vary from program to program. Continuously review processes and implement changes to enhance the delivery of student services.

  • Liaise with the SON Enrollment Management and Communications teams in the development and implementation of communications for course offerings, applications, enrollment, payment and refunds through the Slate management system.

  • Coordinate all specialty services required each semester for RN First Assistant (RNFA) program, including but not limited to collaborating with RNFA clinical preceptor sites and the University Office of Counsel to facilitate the establishment of Memorandums of Agreement for clinical placements, collecting health updates, scheduling courses, preparing budgets, and making all associated arrangements with suppliers/vendors.

  • Responsible for critical decision making and event registration programming in Cvent/Slate and/or other systems (MyPath, Blackboard) throughout a multi-step process of non-matriculated registration for hundreds of students and prospects each semester. Includes managing complicated non-matriculated student payment processes and reimbursements requiring manual intervention and oversight.

  • Communicate with SON Registrar to mitigate and resolve student issues as they pertain to CLL courses, both general and specific, as well as those that may result in refunds within and outside of the University and SON policy.

    Instructional and Technical Oversight (30%)

  • Independently identify, prioritize and manage the delivery of all curricular needs of the CLL program, including but not limited to the preparation of course materials consisting of syllabi, content outlines, exams, Blackboard and AEFIS formatting, and student accessibility. Includes developing and adhering to course timelines.

  • Manage student learning needs. Coordinate course logistics with faculty members utilizing the SON delivery platforms to ensure compliance with all Federal, State, accreditation and University standards, including but not limited to copyright and fair use laws, textbook publisher procurement standards, online educational compliance standards, clinical placement agreements, beta testing new courses, etc.

  • Ensure appropriate resources are available for all classes, including but not limited to logistical needs of guest lecturers. Collaborate with University IT, URMC ISD, SON Educational Innovation Team, SON media support and the SON IT staff to troubleshoot and resolve technical problems for faculty and students in multimedia platforms.

  • Prepare, collect, analyze and maintain end of semester evaluations and course summaries, ensuring the integrity of the process as well as the archival database for accreditation standards.

    CLL Office Management (30%)

  • Manage office operations for the CLL. Collaborate with directors, faculty and students (800+ per year). Independently and proactively manage the successful delivery of all support needs of the CLL.

  • Build relationships and liaise with internal and external suppliers for the procurement of materials to advance the CLL initiatives.

  • In Collaboration with the CLL Program Director, CLL program staff, SON communications team and SON marketing team create marketing materials to promote CLL course offerings. Responsible for disseminating marketing materials via bulk emails and mailings.

  • Support the Directors of the CLL and, requiring independent decision making in coordination of daily schedules and prioritizations of incoming communications; research and prioritize issues and determine appropriate course of action, referral and/or response.

  • Manage multiple high-priority activities for all faculty members within the CLL, business officers, internal and external customers, students, and others as requested, requiring coordination and independent follow through. Demonstrate capacity to effectively accommodate rapidly shifting priorities and creatively and successfully problem-solve.

  • Develop routine and ad hoc reports, small project budgets and CLL communications. Manage the security of confidential data. Maintain detailed records ensuring compliance for accreditation requirements.

  • Independently coordinate all travel arrangements for the Director of the CLL for a variety of regional, national and international meetings; know preferences, research options, make decisions and set travel itinerary ensuring all aspects of the trip/event flows smoothly and RSVPs are managed.

  • In collaboration with CLL Director and/or committee chairs, manage meeting agendas, faculty communications and follow up actions for all assigned SON committees and task forces, with sensitivity to the confidential nature of discussions.

    Collaboration across programs (5%)

  • Work collaboratively with other program administrative assistants as needed for special projects as assigned and provide cross coverage. Communicate with other program directors, the Educational Innovation Team and the Education Administrator to ensure consistency and continuity with all aspects of the education mission.

    Minimum Requirements:

    Bachelor’s degree or an equivalent combination of experience and training, plus 1 year of related administrative experience. At least 3 years of advanced office experience, including 1 year in a position which demonstrates the ability to work with minimum supervision and to direct an office operation is strongly preferred.

    Advanced proficiency in Microsoft Office, Excel spreadsheets, Power Point, Microsoft Mail and databases preferred. Proficiency in working with Learning Management Systems and support systems (e.g. Blackboard, Zoom, SLATE). Ability to organize the work area and handle frequent interruptions. Very strong communication skills and ability to multitask and act on behalf of the Program Director with minimal direction is required.

    ALL TASKS ARE ESSENTIAL; THERE ARE NO NON-ESSENTIAL TASKS.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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