Administrative Coordinator

Dominican; San Rafael (CA); On-site; USD 37,000 - 44,000; Part time

Job summary

Dominican University of California seeks an Administrative Coordinator to support the Nursing Department. The role coordinates administrative activities, communicates with campus offices, and assists with accreditation and budget processes.

You will be the primary administrative support for the Chair/Program Director and a key liaison for students and faculty. This part-time staff position requires strong organizational skills, proficiency with Office and Google tools, and the ability to manage

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Strong organizational skills and keen attention to detail.
• Proficient in Microsoft Office Suite and Google Workspace.
• Experience with database management.
• Strong verbal and written communication skills.
• Proactive self-starter, able to work independently and manage multiple tasks.
• Maintain confidentiality of information.

Responsibilities

• Serve as the first point of contact for the Nursing Department and handle routine front office tasks.
• Collaborate with the Chair on departmental projects including handbooks and accreditation processes.
• Organize departmental events and support student services and faculty activities.
• Assist with orientations for new students and faculty; provide department onboarding.
• Maintain departmental records, curricula, policies, and alumni databases.
• Coordinate with Marketing to keep department webpages accurate.
• Order and manage inventories for department resources.
• Supervise work-study students and maintain department spaces.
• Take and distribute minutes; keep stakeholders informed of deadlines and events.
• Assist with student guidance on progression, licensure, and graduation requirements.
• Update and maintain the Nursing student site and clinical contracts.

Skills

Organization

Communication

Attention to detail

Independent work

Confidentiality

Time management

Education

Bachelor's degree or equivalent

2+ years administrative experience

Tools

Microsoft Office Suite

Google Workspace

Database management

Job description

Job Details

Job Location: Main Campus - SAN RAFAEL, CA 94901

Position Type: Staff - Part Time

Salary Range: $27.00 - $32.00 Hourly

The Administrative Coordinator provides administrative and operational support to the Nursing Department by coordinating departmental administrative activities and supporting established processes and procedures under the direction of the Chair/Program Director. Acting as a liaison, the Administrative Coordinator collaborates with other campus offices to facilitate communication and support students' successful progression through the Nursing Program. The Administrative Coordinator also serves as the primary administrative support for the Chair/Program Director.

This staff member provides administrative support within the Nursing Department, including serving as the first point of contact for students, coordinating accreditation documentation and reports, organizing departmental events, preparing and maintaining minutes of faculty and staff meetings, and assisting with budget tracking, reconciliation, and related administrative processes.

Essential Duties and Responsibilities

Nursing Department Administrative Coordination and Communication

• 1. Serve as the first point of contact for the Department of Nursing and manage all standard front office departmental functions.
• 2. Collaborate with the Chair on departmental projects, including updating student and faculty handbooks, accreditation, and BRN approval review processes.
• 4. Support the organization of departmental events including meetings, special events, senior activities, and Alumni Council events.
• 5. Assist the Chair and Program Director with new student and new faculty orientations and provide department orientation and support to new faculty.
• 6. Maintain all departmental records, including curricula, policies, accreditation, academic advising materials, and alumni database.
• 7. Work with the Marketing Department to ensure the department webpages are accurate and up to date.
• 8. Order and maintain inventories for all departmental resources.
• 9. Supervise work study students in maintaining departmental areas including the office, the halls, and the bulletin boards.
• 10. Take and distribute minutes for department meetings and keep faculty updated on meeting dates, academic deadlines, and other important matters.
• 11. Assist students with general department questions including providing information and instructions needed for program progression and completion, RN licensure, PHN certification, graduation, pinning, and NCLEX, and ensure accurate maintenance of student files and databases.
• 14. Update and maintain the student facing Nursing Google site.
• 16. Assist in maintaining all Nursing clinical agency contracts/files, update contact information from agencies yearly and provide certificates of insurance as needed to ensure that contracts are up to date for clinical placements.
• 17. Coordinate Kaplan integrated examinations.
• 17. Perform other duties as assigned.

Professional Accreditation Compliance

• 1. Liaise between the Nursing Department and Board of Registered Nursing (BSN) to provide documentation for BSN and 30-unit option students’ completion of program and degree requirements.
• 2. Assist in the production of external accreditation reports and coordinate on-site accreditation reviews for BRN and CCNE.
• 3. Ensure faculty licensure compliance and initiate and maintain BRN faculty and facility approval forms.

Budget Monitoring

• 1. Provide budget tracking support to the Nursing Department Chair/Program Director
• 2. Monitor and reconcile department budgets including expenditures, deposits, and reimbursements.
• 3. Process purchase orders, reimbursement requests, and reconcile the program P-card monthly.

Required Qualifications

• Bachelor's degree from a four-year college or university; or a minimum of two years of administrative experience; or an equivalent combination of education and experience
• Strong organizational skills and keen attention to detail
• Highly proficient in Microsoft Office Suite, Google Workspace, and other data management software
• Experience with database management
• Strong verbal and written communication skills
• Proactive self-starter, able to work independently, manage multiple complex tasks simultaneously, and deliver accurate results on time
• Able to communicate clearly and interact effectively with students, faculty, and staff across a broad range of programs and disciplines
• Professional demeanor required when working with the community, faculty, staff, and students
• Able to maintain confidentiality regarding sensitive information
• Able to work in the office 20hours per week
• Ability to work occasional evening and weekend hours as needed to support department events

Additional Position Information

• Open until filled
• Must be willing to consent to a background check

About the University

Dominican University of California is committed to academic excellence, social justice, and community engagement. The University values diversity, equity, and inclusion and encourages applications from candidates who share these commitments.

Dominican University of California is an independent, international, learner-centered university, offering both undergraduate and graduate programs. Dominican has a 1:10 teacher-to-student ratio, an average class size of 16, with a small-town feeling in a park- like campus. We blend interdisciplinary core courses, real-world studies, and small classes with close and supportive academic advising and mentoring.

Dominican University of California is an Equal Opportunity Employer committed to excellence through diversity, and takes pride in its multicultural environment.We are committed in thought, word, and deed to recruiting and retaining a workforce that values the diversity of its student body. The University actively promotes an institutional culture that practices equity and inclusion. We strongly encourage applications from members of all under-represented groups in higher education.

Dominican University of Californiaparticipates in E-Verify, an online system used to verify the employment eligibility of all new hires in accordance with federal law.