Nursing Records Officer - Administrative Assistant Brownwood
Job description
Position Announcement School of Nursing Brownwood, Texas Howard Payne University does not discriminate based on race, color, national origin, gender (except where gender is a bona fide occupational qualification), age, veteran status, disability or genetic information. Background investigations will be conducted. Howard Payne University is a Drug Free Workplace. Applicants and employees may be required to take a drug and alcohol test. Your signature on the Employment Application indicates your understanding of these statements. JOB TITLE: Nursing Records Officer, Administrative Assistant DEPARTMENT: School of Nursing FLSA STATUS: Full-time, Non-Exempt Staff – Standard benefits apply, including tuition waivers Expectation and Condition of Employment - Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs. Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church. Mission Statement - Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity. Core Values of Howard Payne University We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard Payne should strive to demonstrate a commitment to these five Core Values: 1) Centered on Christ cf. Col. 3:17, Matt. 7:24 2) Focused on community cf. Eph. 4:4-6, 1 Pet. 3:8 3) Called to service cf. Mark 10:45, Phil. 2:3-5 4) Committed to excellence cf. Gen. 1:31, 1 Cor. 9:24 5) Dedicated to stewardship cf. Gen. 2:15, 1 Pet. 4:10 Job summary: Provides clerical and complex administrative support services to the Dean, School of Nursing and the nursing faculty. Minimum qualifications - Only applicants meeting the Minimum Qualifications will be considered: Associate's degree or equivalent from an accredited two-year college or technical school, or six months to one year of directly related experience, or an equivalent combination of education and experience is required. Must have an excellent working knowledge of commonly used Internet browsers; Microsoft Excel, Word, Outlook and PowerPoint software. Must be at least 21 years old and maintain a valid Texas driver’s license to be able to drive any vehicle, including personal vehicles, on behalf of the University. Must possess the Competencies and Qualifications listed in the Job Description in order to perform the Essential Duties and Responsibilities of the job. Application Procedure: To be considered for this position, please submit the following: a letter of application addressing in detail how you meet the position requirements, a resume’, unofficial transcripts, and an HPU Employment Application (available at: www.hputx.edu/jobs) to: Katrina Lynn Director of Human Resources Howard Payne University 1000 Fisk Avenue, Suite 210 Brownwood, TX 76801 E-mail: [email protected] Application Deadline: Applications will be accepted until the position is filled. Job Description Job Title: Nursing Records Officer, Administrative Assistant Department: School of Nursing FLSA Status: Non-Exempt, Staff Reports To: Dr. Laci Sutton, Dean-School of Nursing Prepared By: Dr. Laci Sutton, Dr. Donnie Auvenshine Prepared Date: September 26, 2023 Approved By: Dr. Donnie Auvenshine, VP for Academic Affairs Approved Date: September 26, 2023 Expectation and Condition of Employment - Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs. Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church. As a condition of employment, employees are paid by Direct Deposit. Mission Statement - Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity. Core Values of Howard Payne University - Seeking to engage the life of the mind and the life of the Spirit, Howard Payne University affirms that: God is the loving creator of all things and the author of all truth; Because God is the author of all truth, open inquiry is an act of intellect and of faith and is to be wholly embraced; Because open inquiry is an act of intellect and of faith, such efforts must proceed from rigorous academic standards and genuine commitment to Jesus Christ as Savior and Lord; For open inquiry to contain rigorous academic standards and genuine Christian commitment, there must be at all times a supportive learning environment that affirms human dignity for all as created in the image of God; and Committing oneself to the teachings of Jesus will result in Christ-centered, God-honoring and humanity-serving life choices characterized by honesty, integrity, healthy lifestyles and personal responsibility. Your signature on this job description indicates your understanding and affirmation of all of the statements above. Job Summary: Provides clerical and complex administrative support services to the Dean, School of Nursing and the nursing faculty. Essential Duties and Responsibilities include the following. The Dean of the School of Nursing may assign other duties to support the operations of the school. 1. Serves at the point of contact for prospective and current students. Greets visitors, represents the University’s mission, core values, and vision in interactions with guests 2. Serves as point of contact for Student Workers utilized at the School of Nursing 3. Answers telephones, gives information to callers or routes calls to the appropriate official, and places outgoing calls 4. Utilizes Skype, Zoom, email meetings to communicate university and school of Nursing updates to community partners, faculty, students, Board of Nursing, Accreditation agencies, interdepartmental, and advisory board 5. Actively participates in grant writing and collaborates with nursing Faculty and the Office of Development 6. Coordinates Nursing Department scholarships under the direction of the Dean and Financial Aid office 7. Coordinates office schedules, workload sheets, test books, emergency contacts, syllabi, and office duties 8. Coordinates and processes required clinical documents needed by the clinical partners 9. Monitors the budget and orders supplies for the dean 10. Processes check and purchase order requisitions 11. Accesses, inputs and retrieves information from computer and campus network 12. Compiles and manages various types statistical and budget related reports; maintains related databases and enters new data as necessary 13. Works with word processing, spreadsheet, and database software to complete administrative tasks 14. Provides office and classroom support to faculty including but not limited to printing, course and room scheduling, coordination of meetings, special events and maintain inventory 15. Maintain all IT and maintenance tickets needed for the School of Nursing 16. Textbook coordination in collaboration with faculty and e-campus 17. Communicates school of nursing website needed updated to marketing department 18. Composes and types routine correspondence; prepares materials for special events such as invitations or guest lists RSVPs 19. Schedules meetings and records minutes of staff meetings; makes copies of correspondence or other printed matter 20. Maintains electronic files for the School of Nursing 21. Arranges travel schedule and reservations 22. Files correspondence and other records 23. Manages and organizes complex and extensive student and faculty files while providing strict confidentiality of that information at all times 24. Verifies faculty RN licenses 25. Immunization tracking and record keeping with faculty and student in conjunction with all clinical partners 26. Coordinates background checks and student rosters with Board of Nursing 27. Coordinates student and faculty drug screen annually in the Fall 28. Maintains student files and provides admission process assistance 29. Assist with student and family tours 30. Tracks School of Nursing alumni placement and reports to the School of Nursing and CCNE accreditation 31. Monitor prospective student database 32. Collects Agency survey data from clinical partners 33. Coordinates scheduling and administration of School of Nursing tests for students 34. Collaborates with other university administrative assistants, nursing faculty and dean to cover the administrative needs of the school and university 35. Assists in problem solving with faculty and staff on the administrative tasks as they arise with clinical, regulatory, and accreditation demands 36. Assists in monitoring the security of the School of Nursing labs to meet the standards of the Board of Nursing 37. Maintain coordination of training for simulation lab equipment and mannequins 38. Maintain simulation equipment and lab manuals 39. Works closely with Nursing lab coordinator to maintain inventory for School of Nursing labs and storage 40. Meet all requirements needed for the Texas Board of Nursing Supervisory Responsibilities - This position has no supervisory responsibility for full-time employees, but directly supervises up to three student workers. In that capacity, the Nursing Records Officer, Administrative Assistant carries out supervisory responsibilities in accordance with the university's policies and applicable laws. These responsibilities include interviewing, hiring, and training student workers; planning, assigning, and directing their work; appraising performance; rewarding and disciplining student workers; addressing complaints and resolving problems. Driving Requirements - This position requires an unencumbered Texas driver’s license. The purpose: Weekly - Clinical Agency requirements, Supply needs for nursing lab settings, meetings with Community agencies. Competencies - To perform the job successfully, an individual should demonstrate the following competencies: 1. Modeling Christian Faith - Must be committed to modeling the Christian faith. Displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others. Is committed to continuing to model Christian faith in a manner consistent with the University’s Mission Statement and Core Values 2. Analytical - Synthesizes complex or diverse information, collects and researches data, uses intuition and experience to complement data, designs work flows and procedures 3. Problem Solving - Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, develops alternative solutions, works well problem solving as part of a group, uses reason even when dealing with emotional topics 4. Project Management – Develops project plans, Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities 5. Technical Skills - Assesses their own strengths and weaknesses, pursues training and development opportunities, and strives to build knowledge and skills continuously, shares expertise with others. 6. Customer Service – Manages difficult or emotional situations effectively, solicits feedback to improve service, responds to requests for service and assistance promptly and effectively, meets the commitments they make to others 7. Interpersonal Skills - Focuses on solving conflict without blaming others, consistently maintains confidentiality, listens to others without interrupting them, keeps their emotions under control, remains open to others' ideas and tries new things 8. Oral Communication - Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, demonstrates effective group presentation skills, participates actively in meetings 9. Written Communication - Writes clearly and informatively, edits their work for correct spelling and grammar, varies their writing style as needed, presents numerical data effectively, is able to read and interpret written information effectively 10. Managing People - Includes subordinate employees in planning, decision-making, facilitating and process improvement. Takes responsibility for subordinates' activities, is available to staff, provides regular performance feedback, develops subordinates' skills and encourages growth, solicits and applies feedback (internal and external), fosters quality focus in others, improves processes and services, continually works to improve supervisory skills 11. Quality Management - Looks for ways to improve and promote quality, demonstrates accuracy and thoroughness 12. Business Acumen – Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of the education market and our competition; Aligns work with strategic goals 13. Diversity - Demonstrates knowledge of Equal Employment Opportunity policy, shows respect and sensitivity for cultural differences, educates others on the value of diversity, promotes a harassment-free environment and builds a diverse workforce 14. Ethics - Treats everyone with respect, keeps commitments, inspires others to trust them, works with integrity and ethically, upholds the University's Mission Statement and Core Values 15. University Support - Follows policies and procedures consistently, completes administrative tasks correctly and on time, supports the University’s Mission Statement and Core Values, Benefits the University through external community and professional activities, supports affirmative action and respects diversity 16. Planning/Organizing - Prioritizes and plans work activities effectively, uses time efficiently, plans for additional resources, if necessary, sets goals and objectives, organizes and schedules other people and their tasks, develops realistic action plans 17. Professionalism - Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration regardless of their status or position, accepts personal responsibility for their own actions, and follows through with commitments 18. Attendance/Punctuality - Is consistently at work and on time, ensures work responsibilities are covered when absent, arrives at meetings and appointments on time 19. Dependability - Follows instructions, responds effectively to their supervisor’s direction. Takes responsibility for their own actions and keeps commitments. Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan 20. Initiative - Volunteers readily, undertakes self-development activities, seeks increased responsibilities, takes appropriate independent actions and calculated risks, looks for and takes advantage of opportunities to improve situations, asks for and offers help when needed. May be called to serve in other areas of need on campus Qualifications - To perform this job successfully, an individual must be able to perform each of the Essential Duties and Responsibilities listed above satisfactorily. The requirements listed below 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. 1. Education and/or Experience – Associate's degree or equivalent from an accredited two- year college or technical school, or six months to one year of directly related experience, or an equivalent combination of education and experience is required 2. Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of administrators, faculty, students, and the public. 3. Math Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 4. Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 5. Computer Skills - To perform this job successfully, an individual should have excellent working knowledge of commonly used Internet browsers; Inventory, Purchasing, Microsoft Excel, Word, Outlook and PowerPoints oftware. Elsevier and ATI - Student testing software Other Qualifications - Must be at least 21 years old and maintain a valid Texas driver’s license to drive any vehicle, including personal vehicles, on behalf of the university. Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to the normal risks of electrical shock associated with plugging in or unplugging an electrical item. The employee is regularly required to sit, stand, walk and use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds and occasionally life and/orm ove up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work Environment- The work environment characteristics described here are representative oft hose an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be able to maintain focus in a high- traffic environment. The employee is occasionally exposed to fumes or airborne particles and caustic cleaning or landscaping chemicals used on campus. The noise level in the work environment is usually quiet to moderate.
