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Program Associate, MSN

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Posting Details


Job Description Summary:

The MSN Program Associate is responsible for coordinating, facilitating and implementing academic support services and program activities. Responsibilities include office administration, calendaring, academic support, special projects, data compilation and analysis, responding to or referring student inquiries, faculty assistance, processing invoices, tracking expenditures, assisting with marketing events, reconciliation, preparation of documents and presentations and electronic and paper records control. Part of a team of academic program administrators reporting to the Academic Affairs Programs Manager.

• Provides administrative support to the Assistant Dean for the MSN Program & FNP Program Track Director.
• Develops, coordinates and manages administrative and academic systems and services to support academic program activities for full-time faculty and faculty associates.
• Serves as a first point of contact for assigned areas of study and provides cross support for other areas as needed; providing telephone and in-person assistance. Triages calls for response and referral and takes messages, as appropriate.
• Coordinates Assistant Dean’s activities by arranging schedules, travel and other documents.
• As requested, submits travel reimbursement requests, on behalf of program dean.
• Works with Assistant Dean to develop, maintain, and reconcile program budget.
• In partnership with the other academic support staff, schedules program related events and business/professional meetings and coordinates logistics. Includes creating working agendas, negotiating terms, ordering meals, room reservations, equipment, coordinating schedules and invitations.
• Prepares correspondence as drafted by program dean and also creates basic original correspondence in response to letters and emails.
• Prepares reports using Microsoft Office (e.g., Word and Excel), as needed and assigned.
• Maintains secure electronic and paper records systems; including those for confidential student records.
• Monitors, tracks and orders supplies, including working with the supply/purchasing systems and requirements.
• Process invoices for payment and reconciles related budget items.
• Generates semester hire contracts and follows established procedure to route for approval.
• Communicates with semester hires. Responds to and/or refers inquiries on a broad range of matters including courses, procedures/policy, students and payroll.
• Assists with completion of new hire paperwork, as needed, and timely transmits to payroll for all semester hire faculty.
• Participates in information sessions and other marketing events, as requested, representing the program; including sharing information with prospective students.
• Provides information about academic areas of emphasis to a broad range of contacts, including potential and current students, alumni, faculty, other members of the GWU community and external contacts.
• Provides information and assistance to prospective and current students about admissions criteria, program requirements, course content and schedules and registrations (assist students with course selections and canceled courses); triages, conducts basic research, and refers issues involving academic and grading problems; and provides information and assists and refers students with inquiries regarding graduation requirements.
• Works with Student Services & Enrollment Management to research and resolve student inquiry issues.
• Compiles tracks and enters information for new program applicants.
• Maintains student electronic files and prepares files for archiving at appropriate intervals, following established procedures. Creates new files for incoming students.
• Assists with editing and proofing the SON Bulletin, program manual and course schedules under supervision of Academic Affairs Program Manager.
• Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:
Preferred Qualifications:

• Program/administrative experience; preferably within higher education.
•Strong organizational and problem solving abilities.
• Excellent interpersonal, oral, and written communication skills. Must be able to communicate technical details and instructions clearly and concisely, verbally and in writing, to diverse groups.
• Strong customer service skills.
• Ability to work well under pressure, remain flexible to meet competing timeframes, prioritize work, and multi-task.
• Ability to work independently and exercise independent and professional judgment.
• Must be able to maintain confidential documents.
• Ability to collaborate and build strong, effective working relationships across departments.
• Knowledge of office administration, effective scheduling and administrative support services.
• Proficiency in Windows-based applications, in Microsoft Office Suite – including MS Outlook, Word, Excel and PowerPoint.


Campus Location: Ashburn, Virginia
College/School/Department: School of Nursing
Family Academic Affairs
Sub-Family Program Administration
Stream Individual Contributor
Level Level 1
Full-Time/Part-Time: Full-Time
Hours Per Week: 40
Work Schedule: Monday-Friday
Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work.
Telework: No
Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
Special Instructions to Applicants:
Internal Applicants Only? No
Posting Number: S006821
Job Open Date: 11/16/2017
Job Close Date:
If temporary, grant funded or limited term appointment, position funded until:
Background Screening Successful Completion of a Background Screening will be required as a condition of hire.
EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education that you have obtained?

    (Open Ended Question)

  2. * What is your salary range expectation?

    (Open Ended Question)

Documents needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents