Administrative Assistant II, Nursing Operations

Barry University•Miami Shores, FL

5d•Onsite

About The Position

The Administrative Assistant II serves as a key member of the School of Nursing Operations team by providing professional administrative, operational, and customer service support to the Office of the Dean and Director of Operations. This position serves as the first point of contact for the School of Nursing main office and is responsible for coordinating daily office functions, maintaining confidential records and documentation, supporting compliance and accreditation activities, assisting with faculty and staff administrative processes, and managing multiple priorities in a fast-paced academic environment.

Requirements

High School Diploma required.
1-3 years previous administrative support experience.
Excellent written and verbal communication skills required.
Ability to take minutes and creating memos, letters, ad formal emails.
Must be able to work effectively with all levels throughout the University.
Ability to maintain work in an organized manner.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Provides frontline administrative and operational support to the Office of the Dean and Director of Operations within the School of Nursing and Health Sciences.
Greets incoming visitors, faculty, students, vendors, and guests while providing professional customer service and directing individuals to the appropriate University personnel or department.
Answers and manages main office phone lines, responds to general inquiries, and places calls on behalf of administration and nursing programs as directed.
Receives, reviews, sorts, and distributes incoming mail and correspondence to the appropriate departments and personnel.
Completes routine administrative functions including front desk management, maintaining organized office operations, restocking office supplies, and ensuring documentation is current and accessible.
Edits, proofreads, drafts, and distributes communications, memorandums, reports, announcements, and administrative correspondence on behalf of the Dean and Director of Operations.
Maintains oversight of accurate office files, administrative records, faculty and staff documentation, and confidential departmental information.
Assists with maintaining and updating Nursing Operations procedures manuals, forms, and departmental reference materials.
Coordinates administrative logistics for meetings, dean-hosted events, interviews, orientations, and departmental events, including scheduling, communication, room coordination, and preparation of supporting materials.
Assists with coordinating candidate interviews and onboarding logistics by communicating with applicants, scheduling meetings, preparing interview documentation, and supporting hiring-related administrative processes.
Supports the School of Nursing’s compliance and operational initiatives by distributing institutional policies, compliance memorandums, procedural updates, and required documentation to faculty and staff.
Assists with tracking faculty and staff records, certifications, acknowledgements, and required departmental documentation on behalf of the Dean and Director of Operations.
Maintains organized and accurate electronic and physical records related to accreditation, compliance, faculty credentials, and departmental operations.
Assists leadership with monitoring completion of required documentation and follows up with faculty and staff regarding outstanding items and deadlines.
Supports accreditation and regulatory preparation activities by organizing, maintaining, and updating accreditation-related documentation and supporting materials under the guidance of the Dean and administrative leadership.
Assists the Director of Operations with tracking, monitoring, and coordinating affiliation agreements and renewal processes for clinical and community partners within the School of Nursing.
Maintains organized records of active agreements, renewal timelines, supporting documentation, and correspondence to help ensure continued compliance and uninterrupted clinical operations.
Communicates with internal departments and external partners regarding affiliation agreement status, required documentation, and renewal follow-up activities as directed.
Assists with preparing and distributing departmental communications through email distribution lists, newsletters, announcements, and other communication platforms.
Coordinates updates for media centers, digital displays, and program-related informational materials to ensure accurate and current information is communicated to faculty, staff, students, and visitors.
Maintains departmental contact information, program-related resources, calendars, and administrative information to support effective communication and operational efficiency.
Serves as the primary contact for general West Wiegand classroom requests and scheduling coordination for rooms W-132 and W- 254.
Maintains classroom schedules and provides room utilization information to nursing programs and administration on a quarterly basis.
Manages classroom and meeting space requests from nursing faculty, staff, and administration while ensuring scheduling accuracy and operational readiness.
Assists with monitoring classroom, office, and shared space conditions to support a professional and functional educational environment.
Submits and tracks facilities maintenance requests and assists with coordinating custodial and maintenance needs for classrooms and office spaces.
Monitors and manages classroom and office inventory including supplies, equipment, and operational resources necessary for daily departmental functions.
Assists with overall office management activities to support efficient daily operations within the School of Nursing administrative offices.
Maintains inventory levels of office, classroom, and operational supplies while coordinating restocking and purchasing requests as needed.
Organizes and maintains storage areas, office materials, and departmental resources to ensure accessibility, accountability, and operational efficiency.
Tracks supply usage and assists leadership with identifying operational needs and maintaining appropriate inventory levels to support faculty, staff, and student services.