Administrative Assistant, School of Nursing - College of Health Sciences

The Administrative Assistant for the School of Nursing provides comprehensive administrative, operational, and logistical support to the Executive Nursing Leadership Team, LUSON faculty, staff, and students. This role is an on-campus, in-person position and serves as the primary point of contact for the School of Nursing, managing daily operations, coordinating communications, overseeing facilities and resources, and supporting academic programs and special events.  

The individual must have an in-depth understanding of the functions of the School of Nursing and work independently with minimal supervision while maintaining flexibility to respond to evolving priorities.

Reports to: Executive Nursing Leadership Team

Required Minimum Qualifications:

• High School Diploma or equivalent
• Previous secretarial and administrative support experience, preferably in higher education or healthcare settings

Job-Related Skills

• Strong organizational skills with the ability to prioritize, multi-task, and manage competing deadlines
• Excellent interpersonal and communication skills for working with diverse stakeholders including students, faculty, staff, visitors, and external partners
• Proficiency in calendar management and scheduling coordination for multiple individuals and programs
• Compassionate and professional demeanor when interacting with students and colleagues
• Demonstrated ethical conduct and integrity in handling confidential information
• Basic understanding of medical terminology
• Advanced proficiency in office software including word processing, spreadsheets, databases, presentation tools, digital communication platforms, and web-based research
• Ability to learn and utilize specialized university systems for purchasing, facilities management, and student records
• Eligibility to be commissioned as a notary public

Responsibilities

Administrative Support & Communication

• Accept and uphold the mission and philosophy of the University and the School of Nursing
• Serve as the primary receptionist and first point of contact for the School of Nursing, welcoming visitors, answering phone calls, and responding to inquiries from prospective students, current students, faculty, and external stakeholders
• Manage correspondence, email accounts, and scheduling for the Executive Director of Nursing and LUSON programs
• Coordinate communications with students, faculty, and staff through various channels including email, phone, and digital signage
• Maintain and update digital announcement boards and communication platforms with current information
• Prepare, distribute, and maintain meeting minutes for staff meetings

Student & Academic Support

• Collaborate with the Program Coordinator regarding student communications and records, including advising outreach, maintenance of advisee files, semester evaluations, cohort photo rosters, and student/adjunct identification materials.
• Maintain academic and administrative documents, including student and faculty handbooks and course materials.
• Support the student lifecycle and academic operations by assisting with recruitment; planning and executing events (orientations, pinning ceremonies, symposiums, informal gatherings); facilitating scholarships and donor acknowledgments; and managing clinical/operational needs (scrub fittings and adjunct clinical IDs).

Operational & Facilities Management

• Order and maintain inventory of office supplies and program materials
• Prepare purchase requisitions, process journal entries, and reconcile credit card statements monthly in collaboration with budget analyst
• Submit and track facilities service requests for building maintenance, IT service requests, furniture, equipment, and repairs
• Manage room reservations for testing, meetings, and events
• Coordinate catering arrangements and food orders for events
• Oversee and maintain common areas including break rooms and lobby spaces
• Monitor and respond to building systems
• Arrange guest and visitor parking as needed

Personnel & Records Management

• Update and maintain faculty/staff calendars and personnel directories
• Manage and maintain program files in collaboration with Program Director
• Assist with onboarding support for new employees
• Provide notary public services to students and university employees

Supervision & Collaboration

• Supervise student workers by planning, assigning, and monitoring daily tasks
• Collaborate with Program Coordinator, faculty, and staff on various projects and initiatives
• Support special programs and community outreach events as assigned
• Respond to supervisor feedback with a teachable spirit and adaptability
• Carry out other assignments as requested by the Executive Nursing Leadership Team

Evaluated Annually by: Executive Director of Nursing