Nursing Administrative Assistant Associate Program

Florida National University; Florida; On-site; USD 35,000 - 52,000; Full time

Job summary

Florida National University is seeking an Administrative Assistant to support the Nursing Associate Program. The role involves handling administrative tasks, coordinating communications, and assisting with admissions and program operations.

Qualifications include an associate degree or equivalent experience, 2–3 years in admin support, and proficiency with Microsoft Office. Bilingual English/Spanish is preferred. Onsite, full-time with local applicants only.

Qualifications

• Associate degree or equivalent administrative experience preferred.
• 2–3 years of administrative support experience, preferably in higher education or healthcare.
• Proficient in Microsoft Office Suite and basic data handling.

Responsibilities

• Maintain paper and electronic filing systems for records, correspondence, and program materials.
• Manage program calendars, schedule appointments, and coordinate meetings and conferences.
• Open, sort, and distribute incoming mail and materials.
• Assist program leadership by attending meetings and recording minutes.
• Coordinate recruitment events, open houses, and career fairs.
• Respond to inquiries via phone, email, and in person promptly and professionally.

Skills

Microsoft Office

Communication skills

Time management

Confidentiality

Customer service

Teamwork

Education

Associate degree/bachelor’s preferred

Tools

Canvas

Blackboard

Student information systems

Job description

Administrative Assistant - Nursing Associate Program

Major Responsibilities: Provides comprehensive administrative support to the nursing program faculty, staff, and students while facilitating course delivery and program operations. Serves as the primary point of contact for nursing program inquiries and ensures smooth daily operations through coordination of academic activities, student services, and administrative functions. May accompany the Program Director, Nursing Undergraduate-Department Head, or Division Head to meetings and handle external communications with clinical partners.

Key Responsibilities:

1. Communication Management: Respond promptly to daily communications via email and voicemail, addressing inquiries promptly and professionally.
2. Policy Adherence and Ethical Compliance: Ensure strict adherence to the University's mission, policies, procedures, ethical standards, compliance with data protection regulations and pertinent legal regulations in all aspects of admission activities.
3. University Engagement: Participate in Commencement Exercises, new student orientation, university events, committees, self-studies, and University Commencement Ceremonies.
4. Special Projects: Execute special projects assigned by the President or supervisor.
5. Compliance Adherence: Ensure compliance with Title IX of the Education Amendments Act of 1972, as well as FNU Policies, Procedures, Rules and Regulation, the FNU Code of Ethics, Family Educational Rights and Privacy Act (FERPA), Florida Information Protection Act of 2014 (FIPA), the EU General Data Protection Regulation (GDPR), and all other applicable federal, state, and local laws, rules, and regulations.
6. Assigned Duties: Undertake other assigned duties as required.

Position Responsibilities:

• Maintain paper and electronic filing systems for records, correspondence, and program materials
• Manage program calendars, schedule appointments, and coordinate meetings and conferences
• Open, sort, and distribute incoming mail and materials
• Prepare correspondence, reports, and presentations for program leadership
• Assist program leadership by attending meetings and recording minutes
• Participate in data collection and reporting activities
• Assist prospective and current students with admissions, program requirements, and general inquiries
• Maintain student records including academic files, clinical documentation, and immunization records
• Track student progression and assist with advising schedules
• Coordinate student orientation sessions and information meetings
• Provide administrative support including scheduling, meeting coordination, and correspondence
• Maintain faculty files including credentials, certifications, and continuing education records
• Schedule guest speakers, simulation lab activities, and special events
• Organize recruitment events, open houses, and career fairs
• Assist the Marketing Department with information for program website content and social media presence
• Coordinate accreditation documentation and prepare materials for site visits
• Serve as liaison between nursing programs and other university departments
• Respond to phone calls, emails, and walk-in inquiries promptly and professionally
• Communicate program updates to students, faculty, and external partners

Requirements:

• Associate's degree/bachelor’s preferred or equivalent administrative experience
• 2-3 years of administrative support experience, preferably in higher education or healthcare
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Attention to detail and ability to maintain confidentiality
• Critical thinking, complex problem solving, judgment and decision-making abilities.
• Excellent customer service skills.
• Ability to work with highly sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Familiarity with learning management systems (Canvas, Blackboard)
• Knowledge of nursing program accreditation standards
• Experience with student information systems
• English/Spanish language fluency required.

Local applicants only. Onsite. English language fluence required (speak, write, read). Spanish required.

Schedule: 2 days from 8am to 5pm, 2 days from 12pm to 9pm and alternate on Fridays.

Campus closes at 7:00pm on Friday

Job Type: Full-time