Administrative Coordinator I - Temporary

Nova Southeastern University; Fort Lauderdale (FL); On-site; USD 20,000 - 29,000; Full time

Benefits offered by this job

Tuition waiver

Job summary

Nova Southwestern University is seeking an organized administrator to support the Ocean Health Initiative and Global Health Program. You will coordinate academic functions, manage scheduling, assist with credentialing, and serve as a liaison for students and external partners.

Responsibilities include maintaining records, coordinating events, and handling course materials, with opportunities to travel for centers and conferences. Requires strong MS Office skills and attention to detail.

Qualifications

• Proficient knowledge of MS Office and data entry with accuracy.
• Strong administrative skills and ability to follow procedures.
• Excellent written and oral communication abilities.
• Ability to maintain confidential information and work independently.
• Experience with academic or healthcare environments is a plus.
• Detail oriented, organized, and reliable with deadlines.

Responsibilities

• Coordinates activities within the department to ensure efficient operations.
• Responds to inquiries and resolves non-routine problems promptly.
• Reviews data and follows up on discrepancies for accuracy.
• Enters data and generates reports using NSU systems.
• Assists in updating program materials and coordinates scheduling tasks.
• Serves as liaison for academic matters and informs students of campus resources.
• Coordinates events, AV, food services, and room arrangements.
• Maintains student records and assists with tracking progress.
• Travels to centers and events for training and marketing purposes.
• Manages course information, syllabi, and exam proctoring processes.
• Oversees equipment inventory and repairs; handles purchases and inspections.

Skills

MS Office

Data entry

Internet research

Office procedures

Attention to detail

Communication

Time management

Proactive

Education

High School Diploma

Associate's Degree

Tools

Ariba

Banner

Kronos

Paytrax

Job description

We are excited that you are considering joining Nova Southwestern University!

Nova Southwestern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southwestern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southwestern University.

Primary Purpose:

Responsible for a wide range of activities involving the coordination and overall support of the academic functions of the NSU Ocean Health Initiative and the Global Health Program.

Job Category:

Non-Exempt

Hiring Range:

18.00

Pay Basis:

Hourly

Subject to Grant Funding?

No

Essential Job Functions:

1. Coordinates activities/functions within the department to ensure efficient operations.
2. Responds to inquiries and resolves non-routine problems requiring broad understanding of work-area policies and procedures in a timely manner to ensure questions are addressed and resolved.
3. Reviews data and follows up on discrepancies to ensure accuracy.
4. Enters data and generates reports from systems such as Ariba, Banner, Paytrax and/or other NSU specific systems to ensure accurate processing and record keeping.
5. Assists in the periodic updating of program materials. Coordinates room and scheduling assignments, including scheduling online courses. Maintains department files and databases in accordance with accreditation guidelines as needed. Assists in assigning students to clinical rotations sites as needed; organizes and maintains rotation schedules and records; responsible for the credentialing of clinical students within the hospital systems for clinical rotations; coordinates housing arrangements for rural rotations; creates and maintains site preceptor files.
6. Serves as the initial contact and program liaison for academic-related matters; communicates with internal and external stakeholders. Communicates with HPD Office for Legal Affairs regarding clinical affiliation agreements as needed. Advises students of campus resources; such as, Financial Aid, Registrar, Admissions, One-Stop-Shop. Stays current on the availability of those services and works closely with those resources regarding student issues.
7. Coordinates weekday, weekend and evening program events; such as, meetings, retreats, receptions, end-of-rotations, and institutes. Coordinates audiovisual, technology requirements, and food services for such events.
8. Responsible for the maintenance of student records; that may include grade recording and reporting, student evaluations of courses and faculty, online student reporting systems, student attendance, and student health records. Assists with tracking student progress.
9. Travels, as needed, to Student Education Centers, conferences, and career fairs for training and program marketing purposes.
10. Responsible for the collection and maintenance of course information; processes course maintenance forms, creates course reference numbers (CRNs), organizes records of course syllabi, objectives, and materials, maintains curriculum test bank and testing materials; responsible for administering and overseeing the proctoring of exams; orders textbooks and other necessary materials. Assists with online student registration process.
11. Oversees the requisition, receipt, and inventory of equipment and/or supplies for the curriculum; develops systems to track purchases and inventory; manages equipment repairs and annual inspections.
12. Performs other duties as required.

Job Requirements:

Required Knowledge, Skills, & Abilities:

1. Proficient knowledge of MS Office, including Word, Excel, and Outlook; data entry skills; Internet research abilities.
2. Knowledge of office practices and procedures (e.g., filing, answering telephones, and supply/equipment ordering).
3. Ability to enter and verify information with accuracy.
4. Ability to understand and follow oral and written instructions.
5. Ability to maintain confidential information.
6. Strong administration skills - organized, thorough, systems orientated with meticulous attention to detail.
7. Proactive, punctual and reliable.
8. Excellent written and oral communication skills.

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

1. Ability to communicate effectively with others.
2. Ability to work cooperatively with colleagues and supervisory staff at all levels.
3. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
4. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils and computer keyboards.

Required Education:

High School Diploma or Equivalent

Required Experience:

High School Diploma and three (3) years of administrative experience in academics, healthcare, business, or related area.

--OR--

Associate's Degree and two (2) years of administrative experience in academics, healthcare, business, or related area.

Preferred Qualifications:

• Knowledge of NSU and the Dr. Kiran C. Patel College of Allopathic Medicine.
• Familiarity with Ariba, Banner, Kronos, Paytrax, and other NSU systems.

Is this a safety sensitive position?

No

Background Screening Required?

No

Pre-Employment Conditions:

Nova Southwestern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.