School of Nursing - Administrative Assistant, Undergraduate Programs

D'Youville University; Buffalo (NY); On-site; USD 35,000 - 40,950; Full time

Job summary

D’Youville University in Buffalo, NY seeks an Administrative Assistant for Undergraduate Programs to provide comprehensive administrative, operational, and customer service support for the School of Nursing's BSN programs.

The role serves as the primary contact for students, faculty, staff, prospective students, alumni, and external partners, ensuring efficient office operations and effective communication across the School of Nursing.

Qualifications

• Associate degree required; bachelor's degree preferred.
• Minimum of two years of progressively responsible administrative support experience.
• Experience in higher education, healthcare, or nursing education environments preferred.

Responsibilities

• Serve as the first point of contact for undergraduate nursing program inquiries.
• Answer, screen, and route calls, emails, and visitors professionally.
• Manage calendars and scheduling for undergraduate program leadership.
• Prepare, edit, and distribute correspondence, reports, and presentations.
• Coordinate office operations to ensure efficient workflow.
• Maintain student records and files related to admissions and progression.
• Assist with tracking student progression and retention metrics.
• Coordinate communications with Admissions, Registrar, and Financial Aid.
• Prepare documentation for current and former students, including course descriptions.
• Assist with course scheduling and faculty support.

Skills

MS Office

Organizational skills

Communication skills

Multitasking

Confidentiality

Customer service

Education

Associate degree

Bachelor's degree preferred

Job description

Summary

The Administrative Assistant for Undergraduate Programs provides comprehensive administrative, operational, and customer service support for the undergraduate nursing programs within the Patricia H. Garman School of Nursing, including the Traditional Bachelor of Science in Nursing (BSN), Registered Nurse to Bachelor of Science in Nursing (RN-to-BSN), and Accelerated Bachelor of Science in Nursing (ABSN) programs. The position serves as a primary point of contact for students, faculty, staff, prospective students, alumni, and external partners, ensuring efficient office operations and effective communication across the School of Nursing.

The Administrative Assistant supports academic and administrative functions including scheduling, correspondence, records management, student progression tracking, accreditation activities, event coordination, and departmental projects. The incumbent exercises independent judgment, maintains confidentiality, and contributes to a student-centered environment that promotes academic excellence and operational effectiveness.

Responsibilities

Administrative Support

• Serve as the first point of contact for undergraduate nursing program inquiries.
• Answer, screen, and route telephone calls, emails, and visitors in a professional and courteous manner.
• Manage calendars, appointments, meetings, and scheduling for undergraduate program leadership.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
• Coordinate office operations and administrative processes to ensure efficient workflow.
• Process maintenance requests and coordinate facility‑related needs.

Academic Program Support

• Maintain student records, databases, and files related to admissions, progression, retention, and graduation.
• Assist with tracking student progression and retention metrics.
• Coordinate communication and documentation with Admissions, Registrar, Student Affairs, Financial Aid, and other university departments.
• Prepare documentation and information requests for current and former students, including course descriptions and academic verification materials.
• Assist with course scheduling, faculty support, and student communication initiatives.

Accreditation and Assessment Support

• Maintain records and documentation required for accreditation, regulatory compliance, and program assessment activities.
• Assist in compiling reports, surveys, outcome data, and supporting materials for accreditation reviews and program evaluations.
• Support data collection and reporting efforts for continuous quality improvement initiatives.

Event and Project Coordination

• Coordinate meetings, orientations, open houses, recruitment events, recognition ceremonies, and special programs.
• Prepare meeting agendas, record minutes, and distribute meeting materials.
• Assist with departmental projects and strategic initiatives as assigned.
• Disseminate employment opportunities, scholarship information, professional development announcements, and recruitment materials to students.

Communication and Customer Service

• Provide exceptional customer service to students, faculty, staff, alumni, and community partners.
• Respond to inquiries accurately and in a timely manner.
• Facilitate communication between students, faculty, and administrative offices.
• Maintain a welcoming and professional office environment.

Other

• The Administrative Assistant is responsible for maintaining the confidentiality of student, personnel, and institutional information in accordance with university policies, FERPA regulations, and applicable laws and regulations.

Required Qualifications

Education

• Associate degree required; bachelor's degree preferred.

Experience

• Minimum of two (2) years of progressively responsible administrative support experience.
• Equivalent combinations of education and experience may be considered.
• Experience in higher education, healthcare, or nursing education environments preferred.

Skills & Abilities

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office technologies.
• Strong organizational, planning, and project coordination skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities simultaneously while meeting deadlines.
• Ability to maintain confidential information and exercise discretion.
• Strong customer service orientation and problem‑solving abilities.
• Ability to work independently and collaboratively in a dynamic academic environment.
• Strong attention to detail and commitment to accuracy.
• Ability to establish and maintain positive working relationships with diverse populations.

Physical & Environmental

• Ability to remain in a stationary position for extended periods while performing computer‑based work.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
• Ability to communicate effectively in person, electronically, and by telephone.
• Ability to occasionally move, transport, or lift materials weighing up to 20 pounds.
• Ability to travel throughout campus as necessary to attend meetings and events.
• Manual dexterity sufficient to perform repetitive tasks such as typing, filing, and data entry.
• Work is primarily performed in a professional office environment within the School of Nursing. The position requires frequent interaction with students, faculty, staff, and external stakeholders. Occasional evening or weekend hours may be required to support special events, recruitment activities, accreditation visits, or other departmental needs.

Core Competencies

• Customer Service Excellence * Demonstrates professionalism, responsiveness, and commitment to meeting the needs of internal and external stakeholders.
• Communication * Communicates effectively in written, verbal, and electronic formats while maintaining professionalism and confidentiality.
• Organization and Planning * Effectively prioritizes responsibilities, manages multiple deadlines, and maintains accurate records.
• Collaboration and Teamwork * Works cooperatively with faculty, staff, students, and university departments to achieve organizational goals.
• Problem Solving * Identifies issues, gathers information, and implements practical solutions while exercising sound judgment.
• Adaptability * Responds effectively to changing priorities, evolving technologies, and organizational needs.
• Accountability * Demonstrates reliability, attention to detail, and commitment to high-quality work.

Work Remotely - No

Work Location: Buffalo, NY

Job Type: Full-Time, Non-Exempt

Pay: $35,000 - $40,950 Annually

Additional Salary Information

The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.

All job offers are contingent upon legal authorization to work in New York State as determined by the NYS Department of Labor.