BSN Clinical Programs Administrative Assistant

Stanbridge University; Irvine (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Stanbridge University seeks an Administrative Assistant for the BSN Clinical Programs to provide comprehensive support for compliance, student records, and clinical placements.

The role emphasizes accuracy, organization, and professional communication with students, faculty, healthcare partners, and leadership in a regulated education environment.

Qualifications

• Associate degree or equivalent education and experience required.
• Minimum of two years of progressively responsible administrative experience.
• Excellent organizational skills with high attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication and customer service skills.
• Proven ability to use AI-assisted productivity tools while maintaining confidentiality.
• Advanced proficiency with Microsoft Outlook, Word, Excel, Teams, SharePoint, and 365.
• Ability to learn new software, databases, and student information systems quickly.

Responsibilities

• Support clinical education administration, placements, and scheduling.
• Prepare onboarding packets, orientation materials, and communications.
• Maintain confidential student records and compliance documentation.
• Coordinate with faculty, clinical partners, and students for onboarding and placement needs.
• Assist with accreditation and regulatory documentation and internal audits.
• Improve workflows using technology and process improvements.
• Provide professional customer service to students, faculty, and partners.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Customer service

AI productivity tools

Microsoft 365 proficiency

Team collaboration

Education

Associate degree or equivalent

Tools

Microsoft Copilot

ChatGPT

Microsoft Outlook

Word

Excel

Teams

SharePoint

Microsoft 365

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