Academic Administrative Assistant

Unitek Learning • San Jose, CA

2h • $25 - $29 • Onsite

About The Position

The Academic Administrative Assistant provides administrative support to the Bachelor of Science in Nursing (BSN) Program Director/Dean and assists with the overall operations of the nursing program. The role coordinates the needs of students and faculty and requires adaptability, initiative, strong organizational skills, and the ability to manage multiple tasks and priorities. The position is campus-based and requires regular in-person attendance up to five days per week, including on-site collaboration with students, faculty, and staff.

Requirements

• High school diploma or equivalent certificate.
• At least 2 years of administrative-related experience supporting a team or multiple teams.
• Ability to maintain accurate and organized records.
• Ability to learn and maintain proficiency with Microsoft Office 365, including Word, Excel, and PowerPoint, and Teams.
• Ability to transition quickly between tasks while maintaining productivity and attention to detail.
• Strong verbal and written communication skills.

Nice To Haves

• Knowledge of medical terminology or prior work experience in a healthcare setting.

Responsibilities

• Assist with maintaining academic information tracking sheets and updating program-specific forms.
• Scan, organize, and upload academic documents to CVUE, Anthology, Power BI, spreadsheets, and databases.
• Audit faculty and student files, maintain hard-copy and electronic records, and notify appropriate individuals about missing or outdated documentation.
• Coordinate Live Scan appointments and follow up on related documentation.
• Assist deans and directors with uploading advising records, processing graduation and withdrawal status changes, and maintaining student records.
• Attend meetings on behalf of the Dean as delegated or needed, and take minutes for faculty, committee, PAC, and student representative meetings.
• Assist with student and campus activities, including pinning ceremonies, graduation, and regulatory meetings.
• Schedule hiring interviews and conduct follow-up as needed.
• Set up and manage CourseKey locations for student clinical rotations.
• Collect, track, and manage faculty and student documentation for clinical rotation compliance and follow up as needed.
• Order and maintain office supplies.
• Coordinate the ordering and distribution of nursing student uniforms each semester.
• Assist with onboarding new didactic and clinical faculty.
• Travel to various campuses as needed.
• Maintain regular, in-person attendance on campus or at the designated worksite for up to five days per week and collaborate on-site with students, faculty, and staff.
• Operate office equipment, including computers, printers, photocopiers, fax machines, scanners, calculators, and projectors.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage starting the first of the month following 30 days of employment.
• Two weeks of starting vacation per year, increasing based on years of service.
• 12 paid holidays and 2 floating holidays.
• 401(k) with company match.
• Company-paid life insurance at 1x annual salary.
• Leadership development and training for career advancement.
• Tuition assistance and forgiveness for the employee and family, up to 100% depending on program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED