Clinical Administrative Assistant, School of Nursing

Pepperdine University; Calabasas (CA); On-site; USD 30,000 - 36,000; Full time

Job summary

Pepperdine University’s School of Nursing is seeking a Clinical Administrative Assistant to support the Director of Clinical Academic Practice Partnerships and the Clinical Placement Specialist. The role drives efficient office operations, manages calendars, coordinates meetings and travel, and maintains confidential records for clinical placements and contracts.

The position requires a Bachelor's degree, strong communication and administrative skills, and proficiency with Google Workspace and

Qualifications

• Bachelor's degree required.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills.
• Ability to organize, prioritize, and perform work under pressure.
• Ability to proactively address issues and take initiative and ownership of projects.
• Ability to maintain confidentiality of highly sensitive matters.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).
• High level of digital/technical proficiency.

Responsibilities

• Manage the DCAPP calendar, coordinate meetings, travel arrangements, and events; conduct credit card reconciliations.
• Organize and maintain files, process forms for the CA Board of Registered Nursing, manage affiliations and contracts, and maintain a database of clinical placements.
• Manage office communications with students and internal/external constituents; improve efficiencies with technology.
• Plan and monitor special projects for the DCAPP and placement staff, researching resources and enabling project completion.
• Collaborate with placement staff in other programs to ensure availability of placement information and contracts.
• Research, develop, review, and edit presentations, reports, benchmarking data for conferences and meetings.
• Support broader administrative functions of the College of Health Science and its staff.
• Perform other duties and uphold the university mission.

Skills

Interpersonal communication

Administrative support

Computer skills

Google Workspace

Microsoft Office

Organization & prioritization

Initiative & ownership

Confidentiality

Education

Bachelor's degree

Tools

Google Workspace

Microsoft Office

Job description

The Clinical Administrative Assistant for the School of Nursing (SON) will provide administrative support to the Director of Clinical Academic Practice Partnerships and Clinical Placement Specialist while also providing general administrative support to the SON. In supporting the delivery of the SON program, the position advances the University’s mission and strategic plan by contributing to the development of skilled healthcare professionals who seek to lead while serving our communities and the world.

Duties

• Responsible for management of the Director of Clinical Academic Practice Partnerships (DCAPP) calendar, requiring interaction with both internal and external stakeholders, assistants, and consultants, to coordinate a variety of meetings. Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects. Coordinate travel arrangements, lunches, meetings, and events on behalf of the DCAPP. Conduct credit card reconciliations for the DCAPP.
• Conduct a wide range of administrative tasks related to the clinical education in the SON: Organize and maintain files; Complete and process forms required by the CA Board of Registered Nursing; Maintain and file affiliation agreements; Develop and manage a database of all clinical placements; Become a proficient manager and user of all placement software; In all duties, maintain and ensure the confidential and accurate storage and handling of all contracts, clinical documentation, student documentation, and other related records; Draft memoranda and reports; Prepare for meetings, including catering and meal requests.
• Manage office communications with students and internal/external constituents: e-mail, telephone calls, and incoming and outgoing correspondence, applying technological support solutions to improve efficiencies.
• Plan and monitor special projects for the DCAPP and other clinical placement staff (if hired), proactively researching and determining available resource requirements; utilizing appropriate technologies/methodologies to help administratively support project completion.
• Work collaboratively with placement staff in other College of Health Science programs to ensure that placement information, including affiliation agreements and contracts, are available to all programs.
• Responsible for researching, developing, reviewing, and editing presentations, preparing documents, writing and editing reports, benchmarking, and researching data for presentations, conferences, seminars, and reports.
• Support the broader administrative functions of the College of Health Science during its development, including providing administrative support to college staff and personnel.
• Perform other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor's degree.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues and take initiative and ownership of projects.
• Ability to maintain confidentiality of highly sensitive matters.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).
• High level of digital/technical proficiency.

Preferred:

• Two or more years of experience in an office setting and/or administrative position.
• Familiarity with Pepperdine University and its Christian mission.

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $22.11 - $25.96 per hour

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.