POSITION SUMMARY
The Office Manager for the School of Nursing is responsible for maintaining the smooth operation of the School of Nursing while overseeing and coordinating various office procedures and resources to ensure efficiency and effectiveness. The Office Manager serves as a central point of contact for internal and external stakeholders, handling communication, logistics, and administrative tasks.
Responsibilities:
- Manage day-to-day office operations, including records management, documentation workflows, and administrative support functions.
- Serve as the primary point of contact for departmental communications and inquiries.
- Coordinate and schedule meetings, conferences, events.
- Coordinate logistics, such as venue reservations, catering, and participant registration.
- Support site visits by accrediting and approval bodies.
- Collaborate with Human Resources, assisting in the hiring of new faculty and/or staff within the School of Nursing.
- Assist in the recruitment, and onboarding of new faculty and staff.
- Maintain personnel records and support HR-related tasks as needed.
- Support the Director of Nursing with managing the department's budget, expenses, and financial records.
- Monitor and process financial transactions, purchase orders, and reimbursements.
- Coordinate office space and resource utilization.
- Oversee inventory management, including office supplies and equipment.
- In collaboration with the Director of SON, manages grant funding and follow up with grant entities.
- Support nursing students through guidance and referrals to appropriate resources to promote academic success and program engagement.
- Support the collection of data required for accreditation including the management of surveys, course evaluations, and other sources.
- Creates and maintains contracts for clinical adjunct faculty.
- Prepare and submit payroll for clinical adjunct faculty and monitor compensation for accuracy and reporting compliance.
- Collaborate with the Provost’s Office to maintain accurate records supporting HLC accreditation requirements.
- Prepare, submit, and track purchase requisitions and check requests in accordance with institutional policies and approval processes.
- Manage the general nursing inbox and coordinate scheduling and utilization of the Nursing Education Resource Center (NERC)
- Maintain detailed meeting minutes, tracking decisions, deadlines, and assigned action items to support accountability and continuity.
- Represent the nursing program at Student Government Association (SGA) meetings and other university events for communicating key information, concerns, and updates.
- Coordinate and oversee work study student responsibilities, providing guidance, feedback, and performance monitoring.
- Support the Director of Nursing, faculty, and staff with academic, administrative, and operational tasks to ensure efficient program operations.
- Develop and implement procedures to support nursing operations as needs arise, ensuring consistency, efficiency, and compliance.
- Manage evaluation survey processes, including scheduling, dissemination, data collection, and documentation.
- Identify opportunities to improve efficiency and ensure accurate documentation of policies and procedures, with particular attention to accreditation requirements.
- Performs other job-related duties as assigned.
Qualifications:
- Associate’s degree or equivalent coursework, Bachelor’s Degree preferred
- Proven experience as an Office Manager or similar administrative role.
- Proficiency in office software applications (e.g., Microsoft Office Suite).
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Attention to detail and problem-solving skills.
- Ability to prioritize tasks and work independently
- Multilingual skills highly preferred.
- Ability to contribute to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.
Successful candidates should be committed to contributing to a climate that supports a diverse student body, serves first-generation college students, multilingual learners, and contributions to equity and social justice through their work.
Benefits:
This is a full-time position, eligible for the usual and customary benefits. Avila University’s comprehensive benefit package includes a generous holiday schedule, tuition remission for employee and dependents, vacation and sick leave, employee assistance program, retirement benefits and health insurance.
The Community:
Kansas City, a two-state metropolitan area with a population of nearly two million, offers a wide variety of cultural, educational and social life opportunities. Avila University, a Catholic university founded and inspired by the Sisters of St. Joseph of Carondelet, provides undergraduate and graduate education in the liberal arts and professional studies, preparing lifelong learners who make meaningful contributions to the global community.
Additional Employment Information:
Avila University is committed to equal employment opportunity and does not discriminate on the basis of, sex, race, religion, age, color, sexual orientation, disability, national or ethnic origin, marital status, veteran's status, genetic information or any other characteristic protected by law.
You must be at least 18 years of age to be employed by Avila University.
All new employees will be required to complete an "Employment Eligibility Verification (Form I-9)” and produce requested documentation after employment.
In compliance with the Higher Education Amendments of 1998, the university's annual security and crime statistics report is available at https://www.avila.edu/campus-resources/campus-safety. ; A copy of this report is available upon request from the Campus Safety Office in the Whitfield building any weekday between 8am and 5pm.
Avila University requires the successful completion of a background check as a condition of employment.
