Administrative Assistant

The Nursing Education Unit Administrative Assistant provides essential administrative and operational support to the nursing program. This role ensures smooth workflow for faculty, students, and leadership by managing communication, maintaining records, and assisting with academic and clinical operations. The Administrative Assistant upholds confidentiality, accuracy, and efficiency in all responsibilities while supporting the mission and goals of the nursing education unit.

ACCOUNTABILITIES / RESPONSIBILITIES:   

• Assist the Dean, Director of Nursing (DON), Associate Directors, and faculty with daily administrative tasks.
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
• Assist with general office duties such as filing, scanning, and photocopying.
• Maintain organized and up-to-date student files, academic records, and clinical documentation.
• Enter and update information in the learning management system (e.g., Canvas) and student information systems.
• Track submission of required documents, including immunizations and certifications.
• Prepare course materials, handouts, and documents required for instruction.
• Assist with classroom, laboratory, and skills lab scheduling and logistics.
• Support faculty in communications, resource preparation, and administrative coordination.
• Serve as a primary point of contact for students, faculty, and external partners.
• Distribute official announcements, emails, reminders, and program updates.
• Provide courteous and professional assistance to visitors and callers.
• Assist in tracking clinical eligibility requirements such as background checks, CPR certification, and health records.
• Communicate with clinical partners regarding documents and scheduling as directed by clinical leadership.
• Support the Associate Director for Clinical Learning and Associate Director for Clinical Affiliation with clerical tasks related to clinical operations.
• Collect, organize, and maintain documents required for accreditation reviews and regulatory compliance.
• Assist in preparing reports, audits, and evaluation data.
• Ensure records are complete, accurate, and readily accessible for review.
• Support faculty and leadership in tracking attendance, grades, and academic progress.
• Assist with exam preparation, distribution of materials, and proctoring when needed.
• Assist in organizing program-related events such as orientation, faculty meetings, workshops, and pinning ceremonies.
• Prepare materials, manage RSVPs, and coordinate logistics for events.
• Monitor and maintain office supplies, equipment, and inventory for the nursing education unit.