Administrative Assistant II, Nursing

Administrative Assistant II, Nursing

Salary: $29,759.00 – $38,687.00 Annually
Location: Beaumont, TX
Job Type: Full-Time Staff
Job Number: 202600166
Closing Date: Continuous
Home Org: Nursing
FLSA: Non-Exempt

Job Summary

The Administrative Assistant II is responsible for managing and coordinating the daily operations of the JoAnne Gay Dishman School of Nursing within the College of Nursing and Health Professions. This position serves as a central resource for faculty, staff, students, and external stakeholders by ensuring effective communication, administrative efficiency, and adherence to university policies and procedures. The role supports departmental leadership through budget oversight, personnel, and academic records management, purchasing and travel coordination, and facilitating events and student engagement efforts. Through proactive problem-solving and attention to detail, this role contributes to the success of departmental operations and fosters a welcoming and professional environment. This job title requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Special Note: We are unable to provide visa sponsorship for this position. Candidates must be authorized to work in the United States without the need for sponsorship now or in the future.

Essential Job Functions

Administrative Operations:

• Manage school communications, including receptionist duties, mail distribution, and directing inquiries. Drafts departmental official communication and maintains website and other electronic document.
• Provide administrative support, including managing the Associate Dean of Nursing Affairs calendar, conducting correspondence, maintaining records, building operations such as facility and maintenance requests as needed, and ordering supplies.
• Maintains school accreditation materials such as formatting and drafting documents, maintenance of the document repository. Maintain shared drive folders beyond accreditation documentation.
• Inspect and maintain departmental bulletin boards to ensure postings are current.
• Assist faculty with miscellaneous departmental projects as needed.
• Identify surplus items, prepare required surplus forms, and coordinate with logistical support.
• Prepare EPAFs each semester.
• Assist with student worker hiring, including EPAF preparation.

Budget and Financial Oversight:

• Assist with monitoring departmental expenses and maintaining budgets, tracking budget expenditures and balances.
• Manage purchasing requests, resolve purchasing issues, process monthly reports, reimburse faculty travel expenses, and maintain financial records.
• Coordinate and Prepare monthly budget reports for the Dean and Associate Dean in conjunction with the College Sr. Administrative Assistant.
• Review account balances using Banner 9 Executive Summary.

Academic and Faculty Support:

• Assist with course schedule building and student registration issues.
• Maintenance of faculty and staff personnel files, faculty files, and payroll processes such as hire packets for new employees, employment packet forms
• Process hiring documents and maintain records such as timesheets and key distribution.
• Prepare and post classroom schedules each semester using University Software Management System.

Communication and Coordination:

• Serve as the primary contact.
• Facilitate communication among faculty, students, staff, and external partners.
• Provide administrative support to the faculty organization, organizing meetings, events, and minute notation.

Student and Customer Service Support:

• Oversee department student workers.
• Provide timely and accurate support to students, faculty, and visitors. Prepares and distributes various correspondence; responding to emails; typing required forms and reports; answering and screening calls; copying and faxing; coordinating and scheduling meetings and events; greeting and hosting visitors to the department of Nutrition, Hospitality, and Human Services; and ordering office supplies.

Minimum and Desired Qualifications

Minimum Qualifications:

• • Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two year associate’s degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school or significant relevant experience. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
  • Minimum of 2 years.
  
  

Supplemental Information

Key Competencies:

• • Strong organizational and multitasking skills with attention to detail.
  • Excellent verbal and written communication skills.
  • Ability to manage multiple tasks, maintain schedules, and keep detailed records efficiently.
  • Precision in handling administrative tasks such as data entry, document preparation, and scheduling.
  • Proficiency with Microsoft Office Suite, Adobe Acrobat Pro, Content Management Systems, Cardinal Purch, Banner, and Chrome River.
  • Experience with office equipment including personal computers, multifunction copiers, fax machines, and network printers.
  • Ability to work independently and collaboratively.
  • Understanding of institutional policies, procedures, and regulations.
  • Commitment to maintaining the privacy and security of sensitive information.
  
  

Physical Requirements: Sedentary, exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time

Lamar University is An Equal Opportunity Employer

Lamar University is proud to provide employment preference to veteran applicants in accordance with Texas 805 Government Code, Section 657.003.

This position is security-sensitive and thereby subject to the provisions of the Texas Education Code 51.215, which authorizes the employer to obtain criminal history record information.

To apply, please visit https://www.schooljobs.com/careers/lamar/jobs/5283084/administrative-assistant-ii-nursing

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