Professional Assistant for Jane F. Shearer School of Nursing

Koitecc Solutions; Selden (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

Suffolk County Community College in Selden, NY seeks a full-time Professional Assistant for the Jane F. Shearer School of Nursing to provide administrative and regulatory support to the Associate Dean and Nursing School.

This central role oversees onboarding, accreditation reporting, data management, and clinical partnerships across three campuses. The position requires a bachelor’s degree and strong skills in spreadsheets, databases, LMS, and office software, along with excellent communication

Qualifications

• Bachelor’s degree with professional experience in higher education.
• Strong proficiency with data tools and office software.
• Excellent written, verbal, and interpersonal communication.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Schedule meetings and prepare reports, correspondence, and materials.
• Coordinate nursing student enrollment, onboarding and orientation.
• Monitor compliance requirements including background checks and certifications.
• Collect and report student demographic and cohort data.
• Assist with student records related to assessment, licensure, and placement.
• Respond to inquiries from state boards and external agencies.
• Coordinate clinical affiliations and internship agreements with partners.
• Support graduate preceptor experiences and faculty assignments.
• Assist with annual regulatory reporting and budget monitoring.
• Coordinate nursing pinning ceremonies and program events.
• Review invoices and process program-related billing.
• Support grant budgets and purchase orders.
• Collaborate with faculty, staff, students, and partners to support operations.
• Attend meetings and perform duties as assigned.

Skills

Spreadsheets & databases

Student Information Systems

Learning Management Systems

Office software

Education

Bachelor’s degree in a relevant field

Job description

Internal Number #26-103

Suffolk County Community College is the largest community college in the State University of New York (SUNY) system, enrolling more than 26,000 students at its three campuses in Selden, Brentwood, and Riverhead, as well as its Culinary Arts Center in Riverhead. Established in 1959, the college offers a wide array of transfer-oriented associate degrees in the liberal arts and sciences; business; communications and the arts; computing and cybersecurity; health sciences; and many other areas. Career-facing degrees and certificates are offered in allied health professions, automotive technology, culinary and baking, manufacturing, and many other areas. The college provides high school concurrent enrollment opportunities to thousands of students each year through both Suffolk’s Beacon program and through on-campus early college classes. Designated by the U.S. Department of Education as a Hispanic Serving Institution, Suffolk enrolls thousands of students in English Language Learning courses, and also serves more Veterans and military-connected students than any other college in the SUNY system.

SUNY Suffolk is searching for a full-time (12-month), tenure-track Professional Assistant (PA) for the Jane F. Shearer School of Nursing beginning immediately, at the Ammerman Campus in Selden, NY. This Central position provides administrative, operational, accreditation, and regulatory support to the Associate Dean for Nursing and the Jane F. Shearer School of Nursing. This position supports more than 500 nursing students enrolled in the Associate Degree Nursing and Practical Nursing Programs across three campuses and is responsible for coordinating student onboarding, compliance monitoring, accreditation reporting, program data management, clinical partnerships, regulatory reporting, and special projects that support the School of Nursing mission and strategic goals. The position reports directly to the Associate Dean for Nursing.

Job Responsibilities:

• Support School of Nursing administrative operations by scheduling meetings; preparing reports, correspondence, presentations, meeting materials, and other documentation; maintaining website content; and coordinating professional memberships, subscriptions, and organizational affiliations.
• Coordinate nursing student enrollment, onboarding and orientation.
• Monitor overall student compliance requirements including background checks, health documentation, certifications, and clinical clearances; serve as liaison with compliance vendors and support students, faculty, and staff.
• Process nursing admission examination reports, collect, maintain, analyze, and report incoming student demographic and cohort data.
• Assist student records related to end-of-program learning outcome assessment, progression, licensure pass rate and job placement.
• Respond to requests from state boards of nursing and other external agencies for graduate verification, nursing education records, and related program documentation.
• Coordinate clinical affiliation and internship agreements with healthcare agencies, including maintaining the clinical contract database, monitoring expiration and renewal dates, and working with clinical partners, college personnel, and legal counsel on agreement development, execution, and renewal.
• Coordinate graduate student preceptor experiences, including faculty assignments and required graduate student documentation.
• Support preparation, compilation, and submission of reports, data, and records required for annual reporting to regulatory agencies.
• Coordinate nursing pinning ceremonies including creation of programs, guest lists, seating, event logistics, student feedback events.
• Review and process invoices and other program-related billing documentation, verify charges, resolve discrepancies, and coordinate payment with appropriate college personnel.
• Assist with administration and monitoring of grant budgets, including tracking and reconciling expenditures, preparing purchase orders, processing invoices, maintaining financial documentation, and preparing budget reports.
• Collaborate with faculty, staff, students, clinical partners, vendors, and external agencies to support nursing program operations and student success.
• Participate in program and department meetings and perform additional duties as assigned by the Associate Dean for the Jane F. Shearer School of Nursing.
  

Minimum

• Bachelor’s degree with relevant professional experience in higher education.
• Strong proficiency with spreadsheets, databases, student information systems, learning management systems, and office software applications.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work collaboratively with faculty, staff, students, external agencies, and community partners.

Preferred

• Experience supporting college administrative leadership functions involving multiple departments and external partners.
• Experience supporting nursing program operations from enrollment through program completion.
• Experience supporting nursing accreditation and state education reporting requirements.
• Experience supporting departmental or grant-funded operations, including budget tracking, purchasing, invoice processing, or related financial documentation.