BSN Clinical Programs Administrative Assistant

Stanbridge-University; Irvine (CA); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental &amp

Retirement Plan (401(k))

Life Insurance

Paid Time Off

Family Leave

Work/Life Balance Initiatives

Onsite Wellness Program

Staff Chiropractor

Seasonal Health & Wellness Challenges

Employee Engagement Activities

Job summary

Stanbridge University is seeking a detail-oriented Administrative Assistant to support the BSN program. The role focuses on compliance documentation, student records, and clinical placement coordination, ensuring accurate records and timely communications.

The ideal candidate will manage onboarding, support faculty, and liaise with healthcare partners while maintaining confidentiality and high professionalism in a regulated healthcare education environment.

Qualifications

• Associate degree or equivalent education/experience.
• Minimum of two years of administrative experience.
• Outstanding organizational skills with high attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Strong customer service and professional interaction.
• Experience using AI-assisted productivity tools (e.g., Copilot, ChatGPT).
• Proficient with Microsoft 365 apps (Outlook, Word, Excel, Teams, SharePoint).
• Ability to learn new software and systems quickly.

Responsibilities

• Review, organize, verify, and maintain student compliance documents and records.
• Monitor deadlines and communicate outstanding requirements professionally.
• Maintain confidential student records with accuracy and data integrity.
• Support clinical placements, onboarding packets, and student communications.
• Coordinate affiliation agreements and partner documentation.
• Assist faculty with scheduling and administrative coordination for clinical education.
• Coordinate communication with students and clinical partners regarding onboarding requirements.
• Prepare reports, calendars, and departmental documentation; assist with events.

Skills

Organizational skills

Attention to detail

Communication skills

Customer service

AI tools

Microsoft 365

Problem solving

Team collaboration

Confidentiality

Education

Associate degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Teams

SharePoint

Job description

The BSN Clinical Programs Administrative Assistant provides comprehensive administrative support for Stanbridge University's Bachelor of Science in Nursing (BSN) program. This position plays a vital role in supporting clinical education operations by coordinating student compliance documentation, maintaining confidential student records, assisting with clinical placement administration, supporting faculty and students, and ensuring administrative processes comply with university, accreditation, regulatory, and clinical partner requirements.

This is a compliance-driven administrative position where success is measured by exceptional accuracy, organization, timely follow-up, and the ability to effectively manage multiple time-sensitive priorities within a highly regulated healthcare education environment.

The successful candidate is highly organized, detail-oriented, proactive, and committed to operational excellence. They serve as a professional liaison between students, faculty, healthcare organizations, vendors, and university leadership while delivering exceptional customer service and maintaining the highest standards of professionalism and confidentiality.

Experience supporting nursing education, healthcare administration, clinical education, healthcare credentialing, compliance, or higher education operations is highly desirable.

Essential Duties & Responsibilities

Clinical Compliance & Student Records

• Review, organize, verify, and maintain student compliance documentation, including health records, immunizations, CPR certifications, licensure verification, background checks, drug screenings, and other required clinical documentation.
• Monitor student compliance deadlines and proactively communicate outstanding requirements in a professional and timely manner.
• Maintain confidential student records with exceptional attention to detail, ensuring accuracy, completeness, and data integrity.
• Track documentation required by accrediting agencies, regulatory bodies, university policies, and clinical partners.
• Maintain organized electronic filing systems and document management processes.

Clinical Education Administration

• Provide administrative support for clinical education, clinical placements, simulation activities, internships, and other experiential learning experiences.
• Prepare onboarding packets, orientation materials, placement documentation, and student communications.
• Coordinate administrative processes related to student clinical placements.
• Maintain affiliation agreements and supporting documentation for healthcare partners.
• Assist faculty and program leadership with clinical scheduling and administrative coordination.
• Coordinate communication with students and clinical partners regarding onboarding requirements and placement documentation.

Administrative Operations

• Provide comprehensive administrative support to the BSN program.
• Prepare professional correspondence, reports, spreadsheets, presentations, meeting agendas, and departmental documentation.
• Coordinate calendars, meetings, orientations, workshops, and special events.
• Maintain departmental databases, records, and electronic filing systems.
• Support faculty with administrative processes related to clinical education and academic operations.
• Assist with departmental projects and operational initiatives as assigned.

Compliance & Accreditation Support

• Assist in maintaining documentation supporting accreditation, regulatory, and institutional compliance requirements.
• Prepare reports and maintain accurate records for internal audits and accreditation reviews.
• Ensure documentation meets university standards for quality, consistency, and accuracy.
• Support continuous improvement initiatives related to administrative and compliance processes.

Technology & Process Improvement

• Utilize Microsoft 365, university systems, document management platforms, and AI-assisted productivity tools to improve workflow efficiency, communication, reporting, organization, and administrative effectiveness while maintaining institutional standards and confidentiality.
• Learn and effectively utilize university software applications, databases, learning management systems, and student information systems.
• Recommend administrative process improvements that enhance efficiency, organization, and customer service.

Customer Service & Communication

• Serve as a professional point of contact for students, faculty, healthcare organizations, vendors, and community partners.
• Build collaborative relationships through responsive, professional, and solution-oriented service.
• Represent Stanbridge University with professionalism through written, verbal, telephone, virtual, and in-person communication.
• Maintain the highest level of confidentiality when handling student, faculty, and institutional information.

Other Responsibilities

• Perform other duties as assigned in support of the BSN program and the University's mission.

Required Qualifications

• Associate degree or an equivalent combination of education and relevant experience.
• Minimum of two (2) years of progressively responsible administrative experience.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Demonstrated ability to manage multiple concurrent priorities while meeting deadlines.
• Excellent written, verbal, telephone, virtual, and interpersonal communication skills.
• Strong customer service skills with the ability to build positive working relationships.
• Demonstrated ability to effectively utilize AI-assisted productivity tools (such as Microsoft Copilot, ChatGPT, or similar technologies) to improve organization, communication, workflow efficiency, research, and administrative effectiveness while maintaining accuracy, confidentiality, and professional judgment.
• Advanced proficiency with Microsoft Outlook, Word, Excel, Teams, SharePoint, and Microsoft 365.
• Ability to quickly learn new software applications, databases, student information systems, and AI-assisted productivity tools.
• Ability to exercise sound judgment while handling confidential information.
• Ability to work independently while collaborating effectively within a team environment.

Preferred Qualifications

Candidates with experience in one or more of the following environments are strongly preferred:

• Bachelor of Science in Nursing (BSN) education
• Nursing education administration
• Allied health education
• Higher education administration
• Clinical education administration
• Healthcare administration
• Hospital medical staff services
• Healthcare credentialing
• Clinical placement coordination
• Healthcare compliance
• Student services within higher education
• Academic operations in a regulated healthcare environment

Preferred Experience

Demonstrated experience with:

• Coordinating compliance documentation for large student or employee populations.
• Reviewing health records, immunizations, certifications, licensure, or credentialing documentation.
• Managing confidential records and electronic document management systems.
• Monitoring deadlines and regulatory compliance requirements.
• Coordinating multiple projects with competing priorities.
• Scheduling meetings, orientations, and special events.
• Communicating professionally with students, faculty, administrators, healthcare organizations, and external partners.
• Preparing reports, maintaining databases, and managing complex spreadsheets.
• Maintaining accurate documentation with exceptional attention to detail.
• Working successfully in fast-paced environments with frequent interruptions while maintaining accuracy and professionalism.

Compensation

$22.00-$24.00 per hour.

Compensation is based on education, experience, specialty expertise, and internal equity considerations.

Employee Benefits

Stanbridge University offers a comprehensive benefits package, which may include:

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401(k))
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick Leave & Public Holidays)
• Family Leave (Maternity & Paternity)
• Work/Life Balance Initiatives
• Onsite Wellness Program
• Staff Chiropractor
• Seasonal Health & Wellness Challenges
• Exciting University Events and Employee Engagement Activities

Conditions of Employment

• A job-related assessment may be required during the interview process.
• Must be able to perform each essential duty satisfactorily and be physically present on campus as required.
• Employment verification will be conducted to validate work experience in accordance with accreditation standards.
• Offers of employment are contingent upon the successful completion of a background check.
• Official transcripts are required prior to hire. Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject‑area coursework.
• Must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout employment. Stanbridge University does not sponsor employment visas for this position.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

• Standard office environment with frequent interaction with students, faculty, staff, healthcare partners, and external stakeholders.
• Duties are primarily performed while seated at a computer workstation.
• Regular use of computers, office equipment, and virtual communication platforms.
• Subject to frequent interruptions, changing priorities, and regulatory deadlines.
• Occasional attendance at meetings, orientations, training sessions, and campus events.

Physical Demands

• Regularly sits for extended periods while using a computer.
• Frequent use of keyboards, monitors, telephones, and other office equipment.
• Effective verbal communication in person, by telephone, and through virtual meeting platforms.
• Ability to read detailed documents and electronic records.
• Ability to lift, carry, and/or move materials weighing up to 25 pounds, as needed.
• Ability to move throughout campus to attend meetings and support departmental activities.

Institutional Values

Diversity and Inclusion

Stanbridge University's motto, "Strength through Diversity," reflects our deep commitment to honoring the diverse backgrounds of our students, faculty, staff, and surrounding communities. We strive to build an inclusive learning environment and uphold anti-discrimination practices in all aspects of university life.

Innovation and Technology

We embrace cutting-edge technology to enhance student learning and operational excellence through innovative systems, simulation, virtual learning, and emerging technologies that prepare the demands of modern healthcare practice.

Community Engagement

Through initiatives such as Stanbridge outREACH, we empower students and employees to give back to local and global communities while cultivating compassion, civic responsibility, and service.

Equal Opportunity Employer

Stanbridge University is an Equal Opportunity Employer. We are committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other status protected by applicable federal, state, or local law. All qualified applicants are encouraged to apply.