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The College of Saint Rose Office Assistant, Social Work and Nursing Departments in Albany, New York

Location: Albany, NY Category: Administrative & Staff Posted On: Fri Sep 2 2022 Job Description:

The Office Assistant provides primary administrative support to the Departments of Social Work and Nursing. Additionally, the Office Assistant provides first level response to phone and walk in questions from students, and other college community members.


  • Serves as the primary administrative support for accreditation processes within the Department of Social Work (Council of Social Work Education (CSWE)) and Department of Nursing (Commission on Collegiate Nursing Education (CCNE)).

  • Maintains all database and related files associated with Nursing clinical placement processes (i.e.: keeping MOUs for clinical placements current), tracking of clinical hours and evaluations. In Social Work, this includes issuance of contracts, stipends and tuition waivers, field hours, and evaluations.

  • Performs routine office support functions including answering and routing phone calls, monitoring mail and emails, creating correspondences and related office support duties

  • Maintains and updates the scheduling of Social Work and Nursing courses and putting data into the Banner system

  • Creates and maintains files for any courses required for accreditation reporting.

  • Updates, maintains and organizes the Department of Nursing's Systematic Evaluation Plan (SEP)

  • Assists in identifying and inviting community members to the annual Community Committee Meeting and coordinating the event

  • Assist with planning the Nursing Department's White Coat Ceremony, an annual event during the summer celebrating students who have completed their first year and are moving to their clinical nursing education.

  • Provides secretarial support for preparing agendas for committee and other meetings and keeps minutes

  • Assists with orientation for new employees including paperwork and policy/procedure information

  • Provides support of special events, such as invited speakers, department orientations, by scheduling meeting rooms and organizing food service.

  • Prepares mail merges for mailings to students and field instructors on a variety of messages.

  • Maintains the Institutional Review Board (IRB) database.

  • Maintains electronic files of course syllabi and faculty office hours

  • Provides logistical support for student transportation, student housing and meals

  • Other duties as assigned by the Dean.

    Job Requirements:


  • Some college coursework

  • Minimum 1 year of administrative/secretarial experience

  • Intermediate computer skill using Windows-based operating systems, MS office suite and Google docs

  • Ability to organize work systems and procedures in a complex and diverse environment

  • Flexibility, initiation, problem-solving skills, good judgement and effective interpersonal skills

  • Work experience in education is preferred

  • Experience using enterprise systems or databases (such as Banner)

  • Experience supporting or coordinating events is preferred

    Additional Information:

The College of Saint Rose participates in E-Verify. If hired, we will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, the College is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the College can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

The College of Saint Rose values diversity and abides by federal, state and local law in admissions, employment and all services and programs provided. It does not unlawfully discriminate on the basis of race, color, sex, religion/creed, disability, age, national/ethnic origin, gender identity or expression, sexual orientation, familial status, marital status, military status, domestic violence victim status, or any other condition established by law.

The College of Saint Rose is committed to providing a safe, supportive, and secure environment for the entire college community and upon request will provide its annual security report. This report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off campus buildings or property owned or controlled by the College, and on public property within, or immediately adjacent to and accessible from the campus. This report also includes institutional policies concerning campus security, such as policies concerning sexual assault and other matters. You can obtain a copy of this report by contacting the Office of Safety and Security at 518-454-5187 or on line at

When appropriate, based on the facts and circumstances of each particular situation, the College may agree to sponsor a foreign national for the most appropriate non-immigrant visa and/or permanent visa for such foreign national based upon the needs of the College. The College's visa sponsorship policy covers certain full-time faculty tenure track positions with respect to current and prospective employees who may require sponsorship for a visa or a nonimmigrant status. This visa sponsorship policy does not apply to non-tenure track faculty positions, part-time faculty positions, visiting faculty positions, or temporary faculty positions. Nor does this visa sponsorship policy apply to administrative, support, technical or other positions. Exceptions to the prior prohibitions may be made in circumstances where the College, in its discretion and on a case-by-case basis, decides to provide visa sponsorship for certain staff positions. The College retains the right to make decisions about visa sponsorship that support the College's business and academic needs, including providing visa sponsorship for only certain academic titles. Visa sponsorships are based solely on the needs of the College and at the sole discretion of the College.