Administrative Assistant, Office of the Dean (Ross and Carol Nese College of Nursing)
About The Position
Join the Dean's Office of the Ross and Carol Nese College of Nursing as an Administrative Assistant and play a critical role in supporting the faculty, students, and leaders who shape the future of nursing education. This highly visible position serves as a key operational partner for the college, coordinating faculty compliance, accreditation support, clinical placement approvals, contracts administration, and executive office operations. The Administrative Assistant will thrive in a collaborative environment where organization, initiative, and attention to detail directly contribute to the college's academic and professional success.
Requirements
- Effective written and verbal communication skills
- Excellent interpersonal skills with a professional, inclusive, and respectful approach when working with others
- Demonstrated ability to anticipate needs, take initiative, and proactively support leaders
- Excellent organizational skills and a proven track record of managing competing priorities, responding to last-minute requests, and meeting deadlines
- Ability to assess situations quickly, exercise sound judgment, and respond effectively to unexpected challenges
- Outstanding attention to detail and accuracy
- Driven to provide excellent customer service
- Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information
- Associate Degree
- 4+ years of relevant experience; or an equivalent combination of education and experience accepted
- Applicants must be authorized to work in the U.S.
Nice To Haves
- After training, the Administrative Assistant will also work with various software including Microsoft Office 365, Workday, and SAP Concur.
Responsibilities
- Ensure faculty compliance with the Pennsylvania State Board of Nursing by tracking license renewals and policy updates.
- Manage onboarding documentation for new hires and maintain internal/state-level records.
- Draft and distribute communications; maintain databases and resolve compliance-related inquiries.
- Coordinate daily operations, manage administrative workflows, and support office logistics.
- Serve as the first point of contact for visitors and inquiries; provide general information and assistance.
- Handle facilities-related tasks including key distribution, parking, and calendar scheduling.
- Assist with confidential and non-routine administrative tasks for the Dean’s Executive Assistant.
- Coordinate special events, including space reservations, itineraries, and materials preparation.
- Collaborate with internal departments to ensure smooth event and project execution.
- Cross-train with the Contracts Coordinator to manage agreement renewals and student placement approvals.
- Oversee Pennsylvania State Board of Nursing approval process for clinical placements and coordinate international agreements.
- Collect, analyze, and organize data for reports, presentations, and official documentation.
- Provide administrative support to college committees (e.g., preparing agenda and taking meeting minutes).
Benefits
- comprehensive medical, dental, and vision coverage
- robust retirement plans
- substantial paid time off which includes holidays, vacation and sick time
- 75% tuition discount, available to employees as well as eligible spouses and children
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
