Administrative Assistant, ADN Program

Pacific College; Costa Mesa (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Pacific College in Costa Mesa, CA seeks an ADN-RN Program Administrative Assistant to plan, organize, and provide administrative support for the ADN-RN Department under the Program Director's supervision. The role requires multi-tasking and professional interaction with students, faculty, and staff to ensure smooth daily operations.

The candidate will manage scheduling, meetings, events, admissions support, and document processing, while maintaining confidential information and coordinating with

Qualifications

• Knowledge of licensure laws and regulatory requirements.
• Strong time management and organizational abilities.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion.

Responsibilities

• Open and close office from 8:00 to 5:00, greet visitors and respond to inquiries.
• Procure and organize department supplies; coordinate meetings and events.
• Support scheduling, minutes, and room reservations for courses and faculty meetings.
• Assist with admissions processes and student documentation.
• Maintain BRN compliance records and coordinate clinical/education activities.
• Provide administrative support for exams and assessments as needed.

Skills

Licensure laws

Time management

Data entry

Interpersonal communication

Confidentiality

Attention to detail

Professional demeanor

Collaboration

Tools

MS Office 365

Job description

ROLE DESCRIPTION

The role and responsibilities of the ADN-RN Program Administrative Assistant are to plan, organize, and provide administrative and project support for the daily activities in the ADN-RN departments under the supervision and direction of the ADN-RN Program Director and/or designee. Manage the day-to-day program activities and challenges on campus in a timely and effective manner to ensure streamlined operations. Multi-tasking is essential for this position and execution of all tasks are performed at the highest standard. This position supports the mission and philosophy of Pacific College and represents the ADN-RN program daily for students, faculty, and staff.

PRIMARY RESPONSIBILITIES

• Primary person in charge of opening and closing office – 8:00-5:00
• Greet and welcome students, faculty, and guests and answer questions, direct student, faculty, and staff communication to appropriate personnel.
• Order, organize, and distribute department and office supplies; conducts
• Set up and order food/ lunch for meetings, student events, and end of semester graduation
• Point of contact for office/classroom equipment needs/issues.
• Perform other clerical Administrative Assistant duties: filing, photocopying, and emailing announcements on behalf of the program directors.
• Sets up distribution lists as needed for streamlined program
• Provide department administrative support for the ADN-RN Program directors and faculty related to course and curriculum coordination.
• Support scheduling and documentation processes, including but not limited to sending outlook meeting invitations, reserving class/meeting rooms, taking meeting minutes, coordinating the semester course schedule, and scheduling prospective faculty and staff interviews.
• Provide administrative support for exams including but not limited to proctoring ATI Assessments, student assessments with accommodations, and ATI TEAS.
• Assist with admissions processes, including but not limited to scheduling prospective student interviews, managing and organizing student admission files and entrance essays, and an initial transcript evaluation of prospective student applicant files before Assistant Director of Nursing review.
• Respond to and manage inquiries from faculty, staff, students, and external agencies with appropriate
• Track student activities related to academic resources, clinical/lab/simulation/course schedules, and clinical
• Organize and conduct processes for ordering and disseminating student textbooks, clinical supplies, and
• Provide student counseling and appropriate referrals related to study goals, curriculum, resources, attendance, program and course policies and procedures, policies and objectives of the coursework, accommodations processes, and problem resolution.
• Motivate students for RN (Registered Nurse) program
• Assist the RN Program Directors and faculty on planning activities/events including the first semester orientation, clinical schedules, faculty meetings, workshops, and student meetings.
• Provide reports, training, and technical assistance to faculty and students as
• Manage and maintain the department clinical faculty personnel digital records related to current RN licenses, CPR, and required vaccinations for BRN (Board of Registered Nursing) requirements and clinical compliance.
• Support all on‑campus events/happenings for the ADN‑RN Department including off‑campus events such as Pinning and Commencement.
• Monitor students’ attendance/enrollment reports and health screening compliance in Complio for clinical
• Collect and organize data and assist the Directors in completing and maintaining external reports, BRN annual survey reports, annual department reports, clinical records, e‑data reports, course surveys, and project management to meet the BRN requirements. Maintains up-to-date program‑level e‑files under program directors' supervision and
• Demonstrate collaboration and self‑directed behaviors when reaching out to other departments to obtain the necessary data for report completion and consistently communicate progress updates with program
• Anticipate and plan for weekly semester‑level activities and provides upcoming weekly program‑level activity report to program directors and faculty leads including appropriate departments as Consistently provides weekly debriefing with directors.
• Consistently attend and participate in department‑level meetings by sending out agendas prior to meetings, taking meeting minutes, distributing meeting minutes to attendees, and filing meeting minutes appropriately.
• Serve as Screening Monitor as needed, per the Pacific College COVID‑19 policy for the RN Department: faculty, staff, students, and personnel on campus on lower level of School (consisting of limited personnel within the Admission’s Department, Financial‑aid Department, and Front Desk).
• Other duties as assigned by Program

KNOWLEDGE, SKILLS, AND ABILITIES:

1. State Laws and regulations related to licensure and certification.
2. Exhibit positive work attitude, strong work ethic, and professional image and demeanor.
3. Expected to hold sensitive student and personnel related information strictly confidential.
4. Strong time management skills and comfort with routinely shifting circumstances.
5. High degree of attention to detail and data entry and management experience.
6. Excellent verbal and written interpersonal communication skills modeling the mission and vision of Pacific College.
7. Ability to refer to necessary departments to apply and explain rules, regulations, policies and procedures, as needed.
8. Establish and maintain cooperative and effective working relationships with other Pacific College staff.
9. Analyze situations accurately and adopt an effective course of action.
10. Ability to sit at a desk and work on a computer, stand, walk, bend, kneel, crouch, to retrieve items.
11. Frequently lift and /or move up to 10 pounds and occasionally lift and/or move up to 15-20 pounds. Items to be lifted or carried might include but are not limited to boxes or files, copy paper, supplies, materials, etc. Most items will be carried by hand or via dolly. Most items must be lifted to knee or waist level, some to chest level, and only a few items overhead. Frequently push and pull objects to open and close file drawers, occasionally move items around the office such as a box of copy paper or computer paper, a small piece of furniture, the office chair, trashcans, small microwave, coffee maker, etc. Occasionally flex upper trunk forward at the waist and partially flex knees, sometimes twisting or rotating upper trunk to right or left while sitting or standing. 8. Occasionally place arms above, at, and below shoulder height to reach. Occasionally climb stairs or inclined surfaces.
12. Proficient with operation of a desktop and /or laptop computer, Microsoft Office 365 applications (Word, Excel, etc.), Windows Operating System, and data entry software programs.