Administrative Coordinator I - Temporary

Nova Southeastern University; Jacksonville (FL); On-site; USD 25,000 - 34,000; Full time

Job summary

Nova Southwestern University in Jacksonville, FL is seeking an Administrative Coordinator to support the Physician Assistant program. This non-exempt, hourly role coordinates department activities, handles data entry, scheduling, and reporting, and maintains records across systems.

You will liaise with internal and external stakeholders, manage student rotations, course materials, and accreditation-related tasks while ensuring confidentiality and accuracy through strong MS Office skills and

Qualifications

• Proficient in MS Office and data entry with accuracy.
• Knowledge of office practices, filing, calls, and ordering.
• Ability to follow instructions and maintain confidentiality.
• Strong organizational and communication skills.
• Proactive, punctual, reliable with meticulous attention to detail.

Responsibilities

• Coordinates activities within the department to ensure efficient operations.
• Responds to inquiries and resolves non-routine problems.
• Reviews data and follows up on discrepancies for accuracy.
• Enters data and generates reports in NSU systems to ensure records.
• Maintains program materials, manages scheduling, and handles student rotations.
• Acts as liaison for academic matters and university resources.
• Coordinates events and audiovisual/food services for programs.
• Maintains student records, grades, attendance, and evaluations.
• Travels to centers and events for training and marketing as needed.
• Manages course information, CRN creation, syllabi, and testing materials.
• Oversees requisition, receipt, and inventory of equipment and supplies.
• Performs other duties as required.

Skills

MS Office

Word

Excel

Outlook

Data entry

Internet research

Oral/written comms

Organization

Confidentiality

Education

High School Diploma

Associate's Degree

Tools

Ariba

Banner

Paytrax

Kronos

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 Physician Assistant program.

Job Category:

Non-Exempt

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:

• 1. Knowledge of NSU and the College of Health Care Sciences.
• 2. Familiarity with Ariba, Banner, Kronos, Paytrax, and other NSU systems.

Is this a safety sensitive position?

No

Background Screening Required?

No

Pre-Employment Conditions:

Sensitivity Disclaimer:

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.