Job Information
The Research Foundation for SUNY at Binghamton University HRSA Administrative Assistant- Decker School of Nursing in Vestal, New York
Location: Vestal, NY Category: Support Staff Posted On: Fri Jul 5 2024 Job Description:
The Decker School of Nursing is implementing a federal advanced nursing workforce grant to support nurse practitioner education in rural counties of New York and Pennsylvania. The Administrative Assistant must understand and comply with all required procedures which will include revenue and expense processing, student file management, Research Foundation forms and grants management. The position reports to the Director of Graduate Nursing.
Specific tasks include:
Provide grant administration support, clerical functions, prioritizing and maintaining an effective workflow.
Effectively communicate with HRSA students, faculty and Rural and Telehealth Community Partners by email, in person, phone or virtual Zoom meetings. This will also include handling all applicants request for information and currently enrolled students request for assistance related to enrollment and grant benefits.
Coordinate daily mail including deliveries and pick-ups, in addition to USPS, UPS, Fed-Ex, and other delivery services.
Perform designated administrative support tasks including:
Google Calendar management
Google Drive Management
Microsoft Word document generation, editing and tracking
Microsoft Excel spreadsheet generation, editing and tracking
Manage online travel reservation and reimbursement
Document copying, scanning, and filing; ordering and receiving supplies.
Assist in meeting and conference preparations and operations, including conference room setup, printing and organization of meeting materials; ordering catering and service requests; shipping of conference materials; and administrative support during assigned meetings.
HRSA grant administration, planning and evaluation including:
Assist with Marketing and Recruitment of qualified candidates annually.
Coordinate documentation for human resources including time sheets, change forms, and all documents required by DSON Graduate Office, the Research Foundation and Binghamton University.
Prepare correspondence to staff, stakeholders and clients while maintaining confidentiality.
Process vendor invoices and other payments. Coordinate and maintain office filing system, including archiving of HRSA records and reports. Coordinate inventory/supply functions.
Utilize and maintain familiarity with a range of software applications including the HRSA Electronic Handbook, Research Foundation Report Center, and PACS.
Effective fiscal tracking of all HRSA Award task on both the Operations and Fellowship side of the award including weekly reconciliation of expenses.
Assist with the development of DSON HRSA newsletters and outreach efforts.
Manage new student awardees intake by scheduling students for completion of required HRSA forms.
Assist in the ordering of equipment, processing payment and scheduling distribution to students and community partners.
Maintain and update monthly the DSON RTEC Website and as needed.
Collect grant outcome data from HRSA alumni and assist with grant reporting as required by HRSA at the end of each Spring semester annually.
Perform other assignments as requested by Graduate Nursing Program Director.
Short-Term Objectives:
Maintain excellent student awarded service including providing basic HRSA information to potential clinical partners.
Maintain DSON and Research Foundation file compliance by managing student files by creating, managing, closing, and maintaining physical student files.
Process vendor invoices and other payments including travel reports for staff and grant administrators.
Facilitate HRSA events including participant registration, marketing (flyer and press release), location coordination, handout preparation, and arranging meals.
Attend DSON Annual Preceptor Appreciation Day.
Coordinate administrative and clerical functions including RF compliance and website maintenance.
Manage intake and evaluation of incoming phone calls related to HRSA grant.
Job Requirements:
Education and Experience:
Bachelor's degree with at least three years of progressively responsible office experience; a master's degree is a plus; prior academic administrative office experience is a plus.
Candidate must be energetic and self-starting with aptitude for learning and ability to work independently.
Attention to detail, ability to prioritize competing demands, multiplex, and complete tasks.
Strong written and verbal communication, collaboration, and organizational skills along with professional demeanor and judgment.
Ability to interface diplomatically with DSON faculty, staff, students, community partners.
Administrative Assistant must have excellent written and verbal communication skills, ability to work with students, DSON Staff, Telehealth Community Partners and the Research Foundation.
Ability to develop and maintain good working relationships with DSON staff and faculty, and Telehealth Community Partners.
Effective team participation, time management and problem resolution.
Additional Information:
Salary: $55,000 commensurate on experience.
Position is currently funded annually for the next three years (until June 30 th , 2027) with the potential for extended employment based on future grant awards.
Full-time, non-exempt position: 37.5 hours/week Monday - Friday.
This position's schedule will mirror that of Decker School of Nursing: 8:30-5 PM during the academic year and 8-4 PM during the summer sessions.
Eligible for full benefits program as provided by The Research Foundation for SUNY
Employee Benefits: The Research Foundation for the State University of New York offers a comprehensive benefits package (https://benefits.rfsuny.org/) that is a valuable part of total compensation. This includes medical, dental, vision, dependent care subsidy and other benefits such as SUNY Tuition Assistance. Furthermore, our 10 Perks of Working at the RF (https://www.rfsuny.org/about-us/careers/) provides an at-a-glance view of our top benefits that make us a great place to work.
Research Foundation Commitment to Equal Employment Opportunity
As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.
The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
The Research Foundation for SUNY is a private, not for profit corporation and is a separate employer from SUNY and the State of New York and offers separate compensation and benefit plans.
Binghamton University is a tobacco-free campus.
