Job Title: Administrative Assistant
Classification: C5
Department: Kirkhoff College of Nursing Dean’s Office
Updated: June 2026

Job Summary

Acts as a general assistant to the Dean of the Kirkhof College of Nursing, performing non-routine office functions which substantially contribute to the college's objectives.

Essential Functions:

• Report directly to the Dean and provide administrative support.
• Maintain a professional atmosphere within the Dean’s office. Manage the Dean’s calendar, appointments, and travel arrangements; coordinate administrative activities; prepare and process correspondence; and review, prioritize, and distribute incoming communications. Ensure professional and effective internal and external communication.
• Act as team leader for other PSS staff members within the college. Facilitate assessment of PSS activities and allocation of workload responsibilities by position. Make recommendations for workflow patterns, efficiencies, and improved outcomes, with ongoing monitoring and evaluation.
• Prepare/update and distribute organizational reference information to include current faculty and staff roster, yearly KCON Calendar, space assignment, faculty and staff handbook.
• Maintain confidential records in the Dean’s office, such as personnel files, student issues, and other personnel matters, including official school files.
• Provide clerical support to Administrative Team meetings; Faculty Organization; and Faculty Affairs Committee (FAC). For FAC, coordinate all faculty reviews and requests for promotion, tenure and sabbatical leaves.
• Coordinate faculty searches and assist with HR approval, create and arrange for search ads, coordinate interview schedules and travel arrangements for candidates. Facilitate hiring protocol for faculty positions and maintain Board action approvals.
• Prepare contract and assignment letters for Tenure track and Affiliate faculty; and contracts for summer overload compensation.
• Serve as resource to new tenure track and affiliate faculty, including the provision of organizational information, and office assignments.
• Assist with completion of surveys and confidential reports as needed, including maintenance of official files. This includes collecting data for monitoring outcomes for the KCON Strategic Plan.
• Provide direct assistance to Dean for coordination of special projects and preparation of presentations.
• Organize, plan and schedule events associated with activities of the Dean role.
• Act as Dean’s Office Liaison for Community Advisory Council, Community Advisory Board, Development, and Alumni Affairs. Support work for the development of endowed centers.
• Share responsibility with other PSS to cover the KCON main office, as needed.
• Other duties as assigned.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of five years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience in a supervisory role or equivalent.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to handle complex budget records and assist with financial concerns.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Bachelor’s degree.
• Experience in higher education.
• Supervisory experience.

Supervision Received:

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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