Academic Administrative Assistant

HCI College; College Station (TX); On-site; USD 33,000 - 42,000; Full time

Job summary

HCI College seeks an Academic Administrative Assistant to support the Director of Nursing and the academic team in fulfilling the college’s mission. You will coordinate meetings, onboarding for new faculty, and maintain faculty documents, licenses, and certifications in a professional, confidential manner.

This onsite role involves assisting students during orientations and graduations, handling day‑to‑day office duties, recording minutes, and ensuring compliance with accreditation standards.

Qualifications

• Strong organization and multitasking abilities.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook).
• Commitment to high ethical standards and discretion.

Responsibilities

• Assist the Director of Nursing and the Dean of Academic Affairs as needed.
• Schedule meetings and interviews.
• Coordinate onboarding and orientation for new faculty with the Dean of Academic Affairs.
• Collect and maintain documents during onboarding for new faculty.
• Maintain instructor licenses and certifications.
• Maintain all faculty documents and files.
• Participate in student orientation and graduation.
• Assist students with various needs.
• Handle day-to-day office management and support.
• Attend staff and faculty meetings.
• Record and distribute minutes or other records for meetings.
• Maintain regular attendance and reliability.
• Ensure compliance with accreditation standards.

Skills

Organizational skills

Multitasking

Microsoft Office proficiency

Education

High School Diploma/GED

Associate’s degree or equivalent

Job description

Position Summary

The role of the Academic Administrative Assistant is to support the Director of Nursing and the academic team in meeting the mission of HCI College.

Essential Functions

• Assist the Director of Nursing and the Dean of Academic Affairs as needed.
• Schedule meetings and interviews.
• Coordinate with the Dean of Academic Affairs on new faculty onboarding and orientation.
• Collect and maintain documents during the onboarding process with new faculty.
• Maintain instructor licensures and certifications.
• Maintain all faculty documents and files.
• Participate in student orientation and graduation.
• Assist students with various needs.
• Day-to-day office management and support.
• Attend staff and faculty meetings.
• Record and distribute minutes or other records for meetings.
• Maintain regular and reliable attendance.
• Comply with all governmental regulations and standards of accreditation.
• Perform other duties and responsibilities as assigned.

Skills and Qualifications

• A high level of organizational skills and the ability to multitask is needed.
• Computer literacy skills including functional knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, Outlook, etc.).
• A willingness to follow high ethical standards.
• Discretion and trustworthiness: you may be privy to confidential information.

Education/Experience

• High School Diploma/GED (Required)
• Associate’s degree from an accredited college or university or equivalent (Preferred)
• Minimum of 2 years of administrative experience (Preferred)

Physical Demands

The physical demands are those required in a professional office setting and higher education environment: communicating with students and staff, demonstrating procedures and techniques, and getting to and from appropriate classrooms and offices. Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.

Work Environment

Professional office setting: moderate noise levels; controlled indoor climate. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Location

• This position is an onsite position.
• This position will be based out of:
• West Palm Beach (Main Campus)
• Fort Lauderdale (Branch of West Palm Beach)
• Any changes must be reviewed by the Senior Vice President of Academic Affairs and President/Chief Executive Officer (CEO). All final approvals must come from the President/CEO.