Administrative Assistant- School of Nursing

This position provides comprehensive administrative, clerical, and operational support to the School of Nursing, including student services, compliance tracking, academic support functions, and assistance with Clinical Education Center (CEC) operations. The role requires strong organizational, technical, and customer service skills to support student success, faculty needs, and program effectiveness.

Major Responsibilities:

Administrative & Office Support

• Serves as receptionist for the School of Nursing; provides professional and courteous customer service to students, faculty, staff, and external partners.
• Prepares memorandums, correspondence, reports, and other documents as needed.
• Manages high-volume phone, email, and in-person communications; prioritizes and responds in a timely and professional manner.
• Distributes incoming and outgoing mail.
• Uses office equipment to copy, scan, and fax documents; coordinates maintenance and supply ordering for office machines.
• Coordinates shipping and receipt of materials (e.g., FedEx or other carriers).

Student Services & Academic Support

• Reviews nursing applications and coordinates the student acceptance process, including communication and orientation preparation.
• Investigates and resolves student issues related to admissions, registration, and program progression.
• Registers students and processes enrollment changes, including adds, drops, withdrawals, schedule adjustments, and instructor changes.
• Assists with moving students to alternative courses when necessary.
• Confirms advisor assignments and updates as required.
• Maintains cohort tracking and student records for ASN and PN programs.
• Serves as liaison between students, faculty, and administrative offices to support student success.
• Assists with new student communications and orientation activities.

Compliance & Records Management

• Maintains student and faculty files (electronic and hard copy) in accordance with accreditation and program requirements.
• Monitors and tracks student compliance requirements, including health records, background checks, drug screens, and immunizations.
• Sends reminders and communications regarding compliance deadlines and deficiencies.
• Maintains spreadsheets and databases for compliance tracking and reporting.
• Verifies licensure and certification requirements for applicable programs.

Systems & Data Management

• Processes and maintains data in College systems (e.g., Banner or other systems), including registrations, course updates, and program changes.
• Maintains and updates spreadsheets and databases related to enrollment, compliance, faculty records, and program operations.
• Assists with data collection, surveys, and reporting for accreditation and program evaluation.
• Enters and tracks testing results (e.g., NCLEX) in designated systems as required.

Clinical Education Center (CEC) & Simulation Support

• Assists with setup, operation, and teardown of simulation activities, including preparation of equipment, mannequins, and supplies.
• Maintains functionality, organization, and readiness of the Clinical Education Center, equipment, and teaching spaces.
• Provides basic technical support for simulation equipment, software, and data capture systems; troubleshoots issues and escalates as needed.
• Collaborates with faculty to support simulation activities and ensure readiness of materials and environments.

Faculty & Program Support

• Assists Program Chairs and Dean with accreditation data collection and reporting.
• Maintains faculty records, including credentialing and required documentation.
• Assists with adjunct faculty onboarding, orientation, and tracking of required materials.
• Collects and compiles adjunct and overload contract information for submission to Human Resources.
• Maintains faculty gradebooks and attendance records as requested.

Event & Meeting Coordination

• Coordinates and supports School of Nursing events, including informational sessions, orientations, advisory board meetings, and campus visits.
• Prepares materials, schedules logistics, and assists with event setup and execution.
• Attends meetings (advisory committees, faculty meetings, student meetings) and records, transcribes, and distributes minutes.
• Assists with Clinical Education Center tours and outreach activities.

Purchasing, Budget & Operations

• Prepares purchase requisitions for supplies, equipment, food, and other program needs.
• Maintains appropriate