MSOT Clinical Programs Administrative Assistant

Stanbridge University; Irvine (CA); On-site; USD 31,684 - 34,440; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental & Vision)

Retirement Plan (401k)

Paid Time Off (Vacation, Sick & Public Holidays)

Job summary

Stanbridge University in Irvine, California, is looking for a Clinical Programs Administrative Assistant to provide comprehensive administrative support for healthcare academic programs. The role requires exceptional organizational skills, attention to detail, and proficiency in Microsoft 365.

The candidate will maintain student documentation, coordinate compliance records, and support clinical education while providing outstanding customer service to students and faculty. This is a dynamic setting requiring professionalism and effective communication.

Qualifications

• Minimum two years of progressively responsible administrative experience.
• Ability to manage multiple priorities while maintaining confidentiality and accuracy.
• Exceptional organizational skills and attention to detail.

Responsibilities

• Provide comprehensive administrative support to healthcare academic programs.
• Maintain accurate records, ensuring data integrity, and support compliance.
• Prepare reports and maintain accurate databases using Microsoft 365.

Skills

Organizational skills

Attention to detail

Communication skills

Customer service skills

Proficiency in Microsoft 365

Education

Associate degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

SharePoint

Job description

The Clinical Programs Administrative Assistant provides comprehensive administrative support for Stanbridge University's healthcare academic programs. This position assists with clinical education administration by maintaining student documentation, coordinating compliance records, supporting clinical education, fieldwork, experiential learning, and related administrative processes, and providing exceptional customer service to students, faculty, and healthcare partners.

The successful candidate is highly organized, demonstrates exceptional attention to detail, communicates professionally through written, verbal, telephone, virtual, and in-person interactions, and serves as a positive ambassador for Stanbridge University. This position supports multiple priorities while maintaining confidentiality, accuracy, and a commitment to operational excellence.

Essential Duties & Responsibilities

• Provide comprehensive administrative support to assigned healthcare academic programs.
• Exercise exceptional attention to detail while maintaining accurate records, ensuring data integrity, and supporting compliance with institutional, accreditation, and regulatory requirements.
• Prepare professional correspondence, reports, spreadsheets, presentations, meeting materials, and other departmental documentation.
• Coordinate calendars, meetings, orientations, special events, and departmental communications.
• Maintain confidential student records and electronic filing systems with exceptional accuracy.
• Review, organize, and track required student documentation, including health records, immunizations, certifications, background checks, drug screenings, licensure verification, and other compliance requirements.
• Monitor compliance deadlines and communicate outstanding requirements to students in a timely and professional manner.
• Assist with the administrative coordination of clinical education, fieldwork, internships, simulation activities, and other experiential learning experiences.
• Prepare onboarding packets, orientation materials, placement documentation, and other administrative resources.
• Maintain affiliation agreements and supporting documentation.
• Coordinate communication with students, faculty, healthcare organizations, vendors, and community partners.
• Assist with maintaining documentation supporting accreditation, regulatory, and program compliance requirements.
• Prepare reports and maintain accurate databases using Microsoft 365 and university systems.
• Utilize Microsoft 365, university systems, and emerging technologies—including AI-assisted productivity tools—to improve productivity, organization, communication, workflow efficiency, and administrative effectiveness while maintaining institutional standards and confidentiality.
• Represent Stanbridge University with professionalism, exceptional customer service, and effective written, verbal, telephone, virtual, and in-person communication.
• Build collaborative working relationships with students, faculty, healthcare partners, vendors, and colleagues through responsive, professional service.
• Perform other duties as assigned.

Qualifications

Required

• Associate degree or equivalent combination of education and experience.
• Minimum two (2) years of progressively responsible administrative experience.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Excellent written, verbal, telephone, and interpersonal communication skills.
• Professional customer service skills and the ability to represent the University in a positive and professional manner.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to quickly learn new software applications, databases, and AI-assisted productivity tools.
• Ability to manage multiple priorities while maintaining accuracy, confidentiality, and professionalism.

Preferred

• Administrative experience in healthcare, higher education, or another regulated environment.
• Experience supporting clinical education, student services, compliance, credentialing, records management, or academic operations.
• Familiarity with Canvas or other Learning Management Systems.
• Experience working with electronic document management or student information systems.

Compensation

$23.00–$25.00 per hour.

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

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 in the office (unless otherwise noted).
• Employment verification will be conducted to validate work experience per 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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

• Standard office/classroom/lab or clinical setting.
• Duties are typically performed while sitting at a desk or computer workstation.
• May include time spent in skills labs or bedside environments as required by the program.
• Subject to frequent interruptions, noise from talking or office equipment, and demanding timelines.

Physical Demands

• Regularly sits for extended periods.
• Physical ability to perform program- or department-related duties.
• Proficient in using electronic keyboards and office equipment.
• Effective verbal communication via phone and in person.
• Ability to read fine print, operate computers, and understand voices clearly.
• Able to lift, carry, and/or move objects weighing 10–25 pounds as needed.

Employee Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Exciting university events
• Seasonal motivational health and wellness challenges
• Work/Life Balance initiatives
• Onsite wellness program / Staff Chiropractor
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)

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 through interactive, hands‑on experiences, including virtual reality and simulation labs, ensuring students are prepared for the demands of modern healthcare practice.
• Community Engagement: Through initiatives such as Stanbridge outREACH, students are empowered to give back to local and global communities, cultivating compassion, civic responsibility, and social awareness.

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, or any other protected status. All qualified applicants are encouraged to apply.