Administrative Specialist

This position is responsible for providing administrative and clerical support to the Anesthesiology Programs (entry level DNP and post master’s DNP) with specialization in anesthesiology.  The role entails responding to the programs’ challenges and unique situations with judgment and discretion. In collaboration with the Dean, Program Director, Assistant Program Directors faculty and Associate Director of Administrative Affairs for Anesthesiology, the Administrative Specialist will contribute ideas and information to develop the programs’ strategic vision and operational processes. This individual will also provide insights for annual budgets as it relates to students’ needs and campus requirements. Other key fiscal responsibilities include management of vendor contracts and adjunct DNP advisor activities in workday. The program hosts over thirty-seven clinical site contracts, and clinical coordinator compensation activities. This role includes assisting with financial monitoring in workday of simulation lab supplies for three simulation labs and facilitating strategic initiatives as directed for projects and event planning for the entry level and post master’s DNP program with specialization in anesthesiology. Enrollment of the entry level program approximates 200 students annually and the enrollment for the post master’s DNP program enrolls 8-10 annually. The Administrative Specialist ensures accurate and timely registration of all students in both programs.

Essential Functions

Performs administrative/clerical functions in support graduate nurse anesthesiology programs (entry level and post masters DNP)

• Create and manage all Program and student evaluations,  create workday activities for faculty and Adjuncts,  manage  HR onboarding, and  create and manage the process of  consulting agreements for the anesthesiology program.

• Assists program leadership with the distribution of correspondence relating to program information, administrative documentation forms, student records, accreditation forms and verification forms.

• Maintains a database of withdrawals, leave of absence, and failure students for database.

• Tracks attrition and retention rates and inputs data in software to maintain student records (Typhon and the HUB applications).

• Provides support to the students and visitors via phone and in person all while complying with the University policies and regulations such as FERPA. Arranges live campus appointments as needed for the administrative staff, faculty, and students.

• Assists classroom team leaders from five campuses with faculty and program director communications for hybrid learning.

• Attends all College of Health and Wellness staff and faculty meetings and participate in college-wide committees as necessary.

• Manages both entry level and post masters DNP paperless filing system with direction from the Associate Director of Administrative Affairs.

• Proctors exams and maintains proctor information according to the semester exam schedule for the Hollywood and West Palm Beach campuses. Travels as needed to orient proctors in other campus locations and for exam coverage.

• Maintains and distributes an accurate semester calendar of academic activities and course delivery times for five campus facilitators and all program faculty including adjunct faculty.

• Collaborates with campus facilitators (five) to enhance hybrid learning deliveries and trouble shoots as needed.

• Archives and uploads all course syllabi on the Anesthesiology Program 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 that copies are available for students and faculty in the main office.

• Collects Course Syllabi from faculty each semester and maintains database accurate through SharePoint.

• Monitoring full-time faculty licensure, national certification, health compliance documents, and CPR/PPD records.

• Attend all staff and administrative meetings for recording/ transcribing purposes, uploading meeting minutes on Sharepoint.

• Assist with recruiting, orientation and graduation events throughout the year as needed.

• Processes bulk registrations for all students in the entry level and post master’s DNP programs (200 entry level/20 post master’s DNP students).

• Processes student academic record requests such as: Education verification forms, Licensure verifications forms, Official transcript clearance, Board of nursing clearance, etc. 

• Aids with hiring part time faculty

• Fiscal responsibilities include management of part- time and adjunct faculty activity pay and vendor contracts in workday.

• Serves as Grant Liaison for the Anesthesiology programs: compile and analyze grant submissions, gathering data, monitoring internal agency updates, preparing interim reports for submission, and interfacing with the Dean of Nursing with Grant & Sponsored Programs department. This includes the annual HRSA Nurse Anesthesia Traineeship (NAT) grant.

• Assists the Associate Director of Administrative Affairs as needed with the internal and external affiliates of the University (including the University’s Legal Affairs department during contract and affiliation agreement development and execution)

Maintains up-to-date lists of the following:

• DNP students in Scholarly Projects stage and their committee members Scholarly Project deadlines and all newly completed projects for uploads to the SharePoint site.

• Faculty and Student accomplishments, posting them on SharePoint, Anesthesiology website and Program’s Social Media platforms.

• Program Changes/ Updates needed to be applied to websites, student handbook, and catalogs.

Manages data collection for Anesthesiology Programs (entry level and post master’s DNP) by:

• Creating and managing an organized database by using surveys to gather detailed data for grants and annual reports

• Gather Exit Surveys, Course Evaluations from faculty

• Retain data from students and build a positive relationship with alumni to obtain surveys and feedbacks.

• Assist in strategic planning and coordination of projects focused on increasing awareness of our programs to the community in efforts to recruit and retain more students

• Analyze what other local schools are doing in their programs in terms of recruitment and innovation.

• Work with program leadership to analyze data for end of year program reviews, accreditation reports, grant submissions.

Assist as Event Coordinator for the Anesthesiology Programs (entry level and post master’s DNP) by:

Coordinating program specific events such as White Coat Ceremony, DNP Poster Presentations, Doctoral Graduation Dinner, etc. by:

• Contacting and negotiating with vendors

• Ordering supplies needed.

• Securing attendance of guests

• Ensuring that program event budget is met.

• Creating detailed run sheets for data collection purposes

Support with maintenance of the budget & records with direction of the Associate Director of Administrative Affairs – anesthesiology:

• Review and purchase of office supplies and laboratory requisitions.

• Oversee maintenance of supply inventory

• Work with vendors to obtain bids on needed equipment and present proposal to Program Director

• Handle requisitions through workday.

Serves as backup administrator for testing Software Admin with the following:

• Maintains an accurate database in Examsoft and communicates with up to 250 anesthesiology students and respective faculty and students.

• Researches and resolves Examsoft issues.

• Presents at graduate student orientation or by appointment.  Thoroughly explains the importance of maintaining software updates and troubleshooting strategies during school enrollment.

• Develops and maintains ExamSoft database, coordinating up to 200 students with appropriate courses. Updates database each semester.

• Serves as support person for the following:

  • Administering credit by exam process to potential nurse anesthesiology students as needed.

  • Maintains front desk coverage and relieves and covers for the credentialing and admissions specialist and Associate Director of Administrative Affairs as needed

  • Provides clerical, administrative, and special project support to assigned faculty after approval by Program Director and Associate Director of Administrative Affairs approvals.

  • Provides administrative support to Program Administrators

  • Perform other duties as assigned or requested by Associate Director of Administrative Affairs.

  • Participates in marketing events for program enrollment as directed by the Associate Director of Administrative Affairs.

Qualifications/Requirements

• A bachelor's degree in any discipline is required.

• 3-5 yeas of related experience.

• Advanced skills using Desktop computer, Creston AV equipment and signing for and housing equipment for simulation as directed by the Program Director

• Strong critical thinking skills are necessary to trouble shoot campus and student situations that arise on site. The ability to analyze situations that need to be elevated to program administration.

• Advanced skills using MS Office Suuite. Must be able create Excel spreadsheets, Word and PDFs as well as powerpoint and on line platforms in Microsoft Teams.  Individual should be familiar with learning management systems and required software for the program including Typhon student tracking system.

• Must have a valid drivers license.

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.