Academic Administrative Assistant

Unitek EMT; Newport Beach (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental and Vision start after

Vacation time: 2 weeks per year

Paid holidays: 12

401K with Company Match

Life Insurance at 1x annual salary

Tuition assistance and forgiveness

Job summary

Unitek Learning is seeking an Academic Administrative Assistant to provide comprehensive administrative support to the BSN Program Director/Dean and the nursing program. You will coordinate records, manage documentation, and assist with multiple tasks across campuses.

The role requires strong organizational skills, attention to detail, and the ability to work with diverse students and faculty in a healthcare education setting. On-site engagement is expected at Newport Beach campuses.

Qualifications

• High school or equivalent certificate.

Responsibilities

• Assist with maintaining academic information tracking sheets.
• Assist with scanning and organizing academic documents.
• Operate office equipment (computers, printers, photocopiers, fax machines, scanners, calculators, projectors).
• Audit faculty records and maintain files (hard-copy and electronic).
• Coordinate Live Scan appointments and related documentation follow-ups.
• Assist with updating program-specific forms.
• Assist deans with uploading advising records and student status changes.
• Scan and upload documents to CVUE, Anthology, Power BI, and various databases.
• Attend meetings on behalf of the Dean.
• Travel to various campuses as needed.
• Take meeting minutes for faculty and committee meetings.
• Assist with student and campus activities (pinning ceremonies, graduation, regulatory meetings).
• Schedule hiring interviews and conduct follow-up.
• Set up CourseKey locations for student clinical rotations.
• Collect and track documentation to ensure clinical rotation compliance.
• Order and manage office supplies.
• Coordinate nursing student uniforms distribution each semester.
• Assist onboarding of new faculty.
• Maintain regular on-site attendance up to five days per week.

Skills

Administrative support

Microsoft Office 365

Communication

Organizational skills

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office 365

Teams

Job description

As a leading healthcare education organization, Unitek Learning’s family of schools helps thousands of students launch and accelerate their careers every year. As a rapidly growing and highly successful company, Unitek is also a great place to pursue a rewarding and challenging career. We offer a competitive salary, generous benefits, unlimited growth potential, and a collegiate work environment.

Job Description

As a leading healthcare education organization, Unitek Learning’s family of schools helps thousands of students launch and accelerate their careers every year. As a rapidly growing and highly successful company, Unitek is also a great place to pursue a rewarding and challenging career.

Job Title: Academic Administrative Assistant

Purpose of the Position:

This position provides administrative support to the Bachelor of Science in Nursing (BSN) Program Director/Dean and assists with the overall operations of the nursing program. The role requires the ability to coordinate and balance the needs of a diverse student and faculty population while demonstrating adaptability, initiative, strong organizational skills, and the ability to manage multiple tasks and priorities effectively.

Job responsibilities:

• Assist with maintaining academic information tracking sheets.
• Assist with scanning and organizing academic documents.
• Operate a variety of office equipment, including computers, printers, photocopiers, fax machines, scanners, calculators, and projectors.
• Audit faculty records and maintains hard-copy and electronic files for academic programs, notifying appropriate individuals of missing or outdated documentation.
• Coordinate Live Scan appointments and follows up on all related documentation.
• Assist with updating program-specific forms.
• Assist deans and directors with uploading advising records, processing student status changes related to graduation and withdrawals, and maintaining other student records.
• Scanning and uploading documents to CVUE, Anthology, Power BI, and various spreadsheets and databases.
• Attend meetings on behalf of the Dean, as delegated or needed.
• Audit faculty and student files for academic programs and notifies appropriate individualsof missing or outdated documentation.
• Travelto various campuses as needed.
• Takemeeting minutes for faculty, committee, PAC, and student representative meetings.
• Assistwith student and campus activities, including pinning ceremonies, graduation, and regulatory meetings.
• Schedulehiring interviews and conduct follow-up as needed.
• Setup and manageCourseKey locations for student clinical rotations.
• Collect, track, and managedocumentation from faculty and students to ensure compliance with clinical rotation requirements and followup with individuals as needed.
• Orderand maintain office supplies.
• Coordinatethe ordering and distribution of nursing student uniforms each semester.
• Assistwith onboarding new didactic and clinical faculty.
• Maintainregular, in-person attendance on campus or at the designated worksite for up to five days per week, as this is an essential function of the position.
• Collaborateon-site with students, faculty, and staff as required by the position.
• Perform other duties as assigned.

Qualifications

• High school or equivalent certificate.
• 2+ years of Administrative related experience supporting a team or multiple teams.
• Ability to maintain accurate and organized records.
• Learn & maintain information on Microsoft Office 365 (Word, Excel, PowerPoint) and Teams.
• Ability to transition quickly between tasks while maintaining productivity and attention to detail
• Strong verbal and written communication skills.
• Knowledge of medical terminology or prior work experience in a healthcare setting.

Additional Information

We Offer:

• Medical, Dental and Vision starting the 1st of the month following 30 days of employment
• 2 Weeks’ starting Vacation per year. Increasing based on years of service with company
• 12paid Holidays and 2Floating Holidays
• 401K with a Company Match
• Company Paid Life Insurance at 1x’s your annual salary
• Leadership development and training for career advancement
• Tuition assistance and Forgiveness for you and your family up to 100% depending on program