Administrative Assistant-BSN

Reporting to the Director and Assistant Director of the Bachelor of Science in Nursing (BSN) Program, the Administrative Assistant is responsible for coordinating student and faculty compliance with clinical requirements, organizing student clinical rotation groups, and ensuring smooth communication with clinical partners. The ideal candidate is a proactive, detail-oriented team player who thrives in a fast-paced academic environment. This position offers an excellent opportunity to join a well-established and growing university.

Essential Functions:

• Prepare BSN students and instructors for clinical rotations by collecting, reviewing, and processing all health and immunization records prior to the start of each term.
• Conduct introductions for clinical compliance and vaccination requirements during new student orientation sessions.
• Visit classes and make announcements regarding upcoming clinical compliance deadlines.
• Coordinate directly with hospital and clinical site partners to support student onboarding, compliance, and placement requirements.
• Serve as a primary liaison between students, faculty, and clinical partners to ensure timely completion of clinical requirements.
• Support complex, multi-site clinical coordination activities requiring strict adherence to health, regulatory, and documentation standards.
• Monitor expiring health records and certifications; notify students and faculty via email and follow up as needed.
• Work with Student Services to support re-enrolling and transfer students in meeting clinical requirements.
• Create and assign all student clinical rotation groups at the start of each term.
• Send required student and instructor health records to affiliated clinical facilities prior to rotations.
• Assemble, process, and submit all facility-specific clinical paperwork on schedule.
• Communicate with clinical site representatives to finalize student and instructor onboarding and orientation requirements.
• Assist with the coordination, planning, and execution of program-related meetings and events.
• Record accurate meeting minutes and distribute them as directed.
• Manage appointments and scheduling for the Director and Assistant Director of the BSN Program.
• Track and maintain records of facility-specific compliance requirements, including COVID-19 and other vaccination protocols.
• Provide administrative support for student and faculty needs as assigned.
• Perform other related duties as assigned.

Qualifications:

• Associate degree required; Bachelor’s degree in Health Science, Public Health, Healthcare Administration, or a related field preferred.
• Strong public speaking skills with the ability to present regularly in classroom settings.
• Excellent customer service orientation.
• Proficiency in Microsoft Office Suite (Word, Excel) and Adobe Acrobat Pro.
• Strong verbal and written communication skills.
• Knowledge of standard office procedures and equipment.
• Exceptional organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Ability to work independently as well as collaboratively within a team environment.
• $21-$24/hr. Compensation based on education and experience.

Conditions of Employment:

• A job-related assessment may be required during the interview process.
• Must be able to perform each essential duty satisfactorily and be physically present in the office (unless otherwise noted).
• Employment verification will be conducted to validate work experience per accreditation standards.
• Offers of employment are contingent upon the successful completion of a background check.
• Official transcripts are required prior to hire. Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject-area coursework.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment:

• Standard office/classroom/lab or clinical setting.
• Duties are typically performed while sitting at a desk or computer workstation.
• May include time spent in skills labs or bedside environments as required by the program.
• Subject to frequent interruptions, noise from talking or office equipment, and demanding timelines.

Physical Demands:

• Regularly sits for extended periods.
• Physical ability to perform program- or department-related duties.
• Proficient in using electronic keyboards and office equipment.
• Effective verbal communication via phone and