Admin Assistant VNPN

Universal Technical Institute, Inc.; Grand Prairie (TX); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Tuition Waiver

Paid Time Off

Retirement Matching

Paid Parental Leave

Competitive Insurance

Pet Insurance

Health Plan Enrollment

Job summary

Universal Technical Institute, Inc. is seeking an Administrative Assistant, VNPN to coordinate clinical rotations, manage documentation for sites, and enter grades/attendance in the system.

You will build and maintain the VN clinical site database, track site visits, and perform general clerical duties. The role requires strong clerical skills, accurate record-keeping, and the ability to work with a large Vocational Nursing department.

Qualifications

• High school diploma or GED (required)
• Associate's degree in business administration or related field (preferred)
• Minimum of one year of experience as an administrative assistant
• Knowledge base and experience should include basic use of Microsoft Office (Word, Outlook, and Excel) to produce reports, draft documents, or prepare communications

Responsibilities

• Provide administrative support to the assigned program
• Develop and maintain clinical facilities with required information
• Verify and maintain a database of current clinical sites
• Obtain and maintain copies of health screens, CPR cards and Fire Safety Cards
• Complete and record change of status, contacts, and/or absences
• Assist with monitor VN dept attendance on a daily basis
• Attend faculty meetings and record minutes
• Maintain student notification lists
• Coordinate BON phone calls with students to assist with background info
• Maintain, update, and distribute clinical rosters, clinical rotations and monthly master calendars
• Assist with planning clinical rotations
• Maintain final clinical rotation rosters, one and a half months prior to the start of clinicals
• Maintain/Organize student advisement forms
• Attend regularly scheduled and impromptu staff/PAC meetings, prepare notes, reports, and updates, and distribute as needed
• Other duties as assigned

Skills

Administrative support

Microsoft Office

Data entry

Customer service

Team collaboration

Education

Associate's degree in business administration

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Position Overview

The Administrative Assistant, VNPN is responsible for assisting/coordinating clinical rotations in alignment with the master calendar, ensuring all required documentation is submitted to each clinical site, entering grades and attendance into the system, maintaining the clinical site database, tracking Nursing Administration site visits, and performing general clerical tasks.

Pay Range: $18.00 - $22.00

Location: Grand Prairie, TX

What We Offer

• Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you AND your immediate family offered at UTI and Concorde campuses
• Paid Time Off: Competitive paid time off programs for employees (Vacation, Sick, Flexible)
• Retirement Matching: 50% match on the first 6% of your contributions after 90 days
• Paid Parental Leave: 4 weeks of paid leave for both birthing and non-birthing parents to bond with a new baby
• Competitive Insurance: Health, vision, and dental coverage for you and your dependents
• Pet Insurance: Competitive coverage for your furry family members through ASPCA
• Health Plan Enrollment: Eligibility starts first of the month following completing one full month of employment

What You'll Do

• Provide administrative support to the assigned program
  • Develop and maintain clinical facilities with required information
  • Verify and maintain a database of current clinical sites
  • Obtain and maintain copies of health screens, CPR cards and Fire Safety Cards
  • Complete and record change of status, contacts, and/or absences
  • Assist with monitor VN dept attendance on a daily basis.
  • Attend faculty meetings and record minutes
  • Maintain student notification lists
  • Coordinate BON phone calls with students to assist with background info
• Maintain, update, and distribute clinical rosters, clinical rotations and monthly master calendars
  • Assist with planning clinical rotations
  • Maintain final clinical rotation rosters, one and a half months prior to the start of clinicals.
• Maintain/Organize student advisement forms
• Attend regularly scheduled and impromptu staff/PAC meetings, prepare notes, reports, and updates, and distribute as needed
• Other duties as assigned

What You'll Bring

Education / Experience

• High school diploma or GED (required);
• Associate's degree in business administration or other related field (preferred)
• Minimum of one (1) year of experience as an administrative assistant
• Knowledge base and experience should include basic use of Microsoft Office (Word, Outlook, and Excel) to produce reports, draft documents, or prepare communications

Skills

• Demonstrate basic understanding of core job functions and tools
• Follow instructions and established procedures with supervision
• Participate in team discussions and training sessions
• Ask clarifying questions to build understanding
• Show openness to feedback and learning
• Use standard software tools (e.g., Microsoft Word, Excel) at a beginner level
• Maintain focus on assigned tasks and meets basic deadlines
• Demonstrate curiosity and willingness to develop new skills
• Follow structured guidance to complete assigned work
• Build strong customer relationships and delivers customer-centric solutions
• Achieve results consistently, even in tough circumstances
• Develop and deliver multi-mode communications tailored to diverse audience needs
• Seek new growth opportunities and challenges through formal and informal development channels

• Must have a strong clerical background to maintain the needs of a very large and busy Vocational Nursing department.

Abilities

• Able and willing to
  • Communicate, think, learn, and reason
  • Use computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasks
  • Safely ambulate and/or maneuver when on-site at Company locations
  • Demonstrate and utilize active listening, inductive reasoning, information ordering and category flexibility
• Ability to use good judgment, problem-solving and decision-making skills
• Ability to maintain confidentiality and manage sensitive information with discretion
• Ability to work in a fast-paced environment where deadlines are essential and multiple projects are worked simultaneously
• Ability to gain, understand and apply information and data as it relates essential functions of the position
• Ability to foster long-term relationships with stakeholders

Work Environment

• Work is performed indoors in a climate-controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.
• This position is designated as On Campus; Work environments may include exposure to student learning environments with a variety of conditions. Employees must be able to follow all safety precautions including the use of personal-protective equipment. Employees must also be able to adhere to site-specific safety procedures.
• No travel required

About Us

Universal Technical Institute, Inc. is a national leader in workforce solutions for transportation, skilled trades and healthcare/dental. Across our two brands, Universal Technical Institute (UTI) and Concorde Career Colleges, we share a common purpose: to prepare students for careers in high-demand fields. Just as we invest in our students’ futures, we invest in our people by creating opportunities to grow, contribute and build rewarding careers while making a lasting difference in the lives of students, employers and the communities we serve.