Barry University

Summary

The Administrative Assistant III serves as the primary or lead departmental administrative support and has primary responsibility for a wide variety of complex and difficult processes for the Anesthesiology Program within the School of Nursin at Barry University.

This is a hybrid position at the Barry University - Hollywood Campus.

Essential Functions

Provides administrative support to ensure efficient operation of Anesthesiology Program:

• Organize and manage student events throughout the year.
• Supervises and audits the student case count management program.
• Assist with onboarding and processing of Clinical Consultants agreements.
• Assist with data collection for grants, accrediting and university reports.
• Initiates list of graduates for submission to state Board of Nursing under the direction of the Program Director.
• Maintains the Anesthesiology Share drive.
• Completes operational requirements by scheduling and assigning administrative projects and expediting work specific to the Anesthesiology Program and its off-campus sites (WPB. ORL. OCA. GAIN and HWD).
• Evaluates workflow and makes recommendations for change to ensure efficiency.
• Process batch registration for over 200 DNP students.
• Maintains AANA/FANA student roster and process payment for membership.
• Assists program leadership with the maintenance of program and administrative documents, forms, and student records.
• Maintains student database of probation, leave of absence, and dismissals.
• Analyze and maintains attrition and retention data.
• Exhibits polite and professional communication to students and visitors while complying with university policies and FERPA regulations.
• Attends SON meetings and participate in college-wide committees as necessary.
• Manages the Anesthesiology program's paperless filing system.
• Archives and uploads all course syllabi on the Anesthesiology SharePoint site three times a year during first two weeks of the semester and after approval from Program Director.
• Ensures that all Curriculum Plans are accurate and up to date and uploaded on SharePoint and files are up to date in the main office.
• Collects Course Syllabi from faculty each semester and maintains database accurate through SharePoint.
• Monitors full-time faculty licensure, national certification, health compliance documents, and CPR/PPD records.
• Attends Anesthesiology Program Faculty and committee meetings for recording/ transcribing purposes. Uploads meeting minutes on SharePoint.

Support with maintenance of the budget & records with direction of the Anesthesiology Operations Manager:

• Review and purchase office, instructional and simulation supplies for Anesthesiology distant sites (HWD, ORL, WPB, GAIN and Ocala).
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques. (HWD, WPB. ORL)
• Performing vendor research and selection to enhance profitability, reducing operating costs and boosting efficiency.
• Creates requisitions, PO’s and SPC in Workday.
• Keeps payment records (receipts) monthly reconciliation.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies

Serves as Hollywood Site testing administrator by completing the following:

• Maintains an accurate database in Exam soft and communicates with up to 200 Graduate SRNA students and 10 faculty members.
• Provide Exam Soft access to onsite/ offsite faculty.
• Researches and troubleshoots Exam Soft issues.
• Presents at student orientation by thoroughly explaining the importance of maintaining software updates and troubleshooting strategies.
• Creates and maintains Exam Soft database, coordinating up to 200 students with appropriate courses. Updates database each semester.
• Maintain high level of security by providing student access to exams and monitoring activity during exams.
• Assist with proctoring examinations and make-up examinations.
• Serve as the exam liaison by sending reminders to other sites such as passwords and dates.

Qualifications/Requirements

• High school diploma or GED required
• Bachelor’s Degree in Liberal Arts, Computer Science or Business Administration preferred.
• 3-5 years of work related experience is required.
• Must have advanced knowledge for project management in organizing student, and faculty orientations.
• Must have advanced experience working with MS Office Suite, (Excel & Word); SharePoint and other computer software.
• Ability to take minutes and creating memos, letters, and formal emails. 
• Must have excellent written and oral communication skills.
• Must have organizational and Interpersonal skills.
• Ability to work effectively with all levels throughout the University. Ability to maintain work in an organized manner.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.