Administrative Assistant, School of Nursing - College of Health Sciences

Lipscomb University•Nashville, TN

2d•Onsite

About The Position

The Administrative Assistant for the School of Nursing provides comprehensive administrative, operational, and logistical support to the Executive Nursing Leadership Team, LUSON faculty, staff, and students. This role is an on-campus, in-person position and serves as the primary point of contact for the School of Nursing, managing daily operations, coordinating communications, overseeing facilities and resources, and supporting academic programs and special events. The individual must have an in-depth understanding of the functions of the School of Nursing and work independently with minimal supervision while maintaining flexibility to respond to evolving priorities. Reports to : Executive Nursing Leadership Team

Requirements

High School Diploma or equivalent
Previous secretarial and administrative support experience, preferably in higher education or healthcare settings
Strong organizational skills with the ability to prioritize, multi-task, and manage competing deadlines
Excellent interpersonal and communication skills for working with diverse stakeholders including students, faculty, staff, visitors, and external partners
Proficiency in calendar management and scheduling coordination for multiple individuals and programs
Compassionate and professional demeanor when interacting with students and colleagues
Demonstrated ethical conduct and integrity in handling confidential information
Basic understanding of medical terminology
Advanced proficiency in office software including word processing, spreadsheets, databases, presentation tools, digital communication platforms, and web-based research
Ability to learn and utilize specialized university systems for purchasing, facilities management, and student records
Eligibility to be commissioned as a notary public

Responsibilities

Administrative Support & Communication
Serve as the primary receptionist and first point of contact for the School of Nursing, welcoming visitors, answering phone calls, and responding to inquiries from prospective students, current students, faculty, and external stakeholders
Manage correspondence, email accounts, and scheduling for the Executive Director of Nursing and LUSON programs
Coordinate communications with students, faculty, and staff through various channels including email, phone, and digital signage
Maintain and update digital announcement boards and communication platforms with current information
Prepare, distribute, and maintain meeting minutes for staff meetings
Student & Academic Support
Collaborate with the Program Coordinator regarding student communications and records, including advising outreach, maintenance of advisee files, semester evaluations, cohort photo rosters, and student/adjunct identification materials.
Maintain academic and administrative documents, including student and faculty handbooks and course materials.
Support the student lifecycle and academic operations by assisting with recruitment; planning and executing events (orientations, pinning ceremonies, symposiums, informal gatherings); facilitating scholarships and donor acknowledgments; and managing clinical/operational needs (scrub fittings and adjunct clinical IDs).
Operational & Facilities Management
Order and maintain inventory of office supplies and program materials
Prepare purchase requisitions, process journal entries, and reconcile credit card statements monthly in collaboration with budget analyst
Submit and track facilities service requests for building maintenance, IT service requests, furniture, equipment, and repairs
Manage room reservations for testing, meetings, and events
Coordinate catering arrangements and food orders for events
Oversee and maintain common areas including break rooms and lobby spaces
Monitor and respond to building systems
Arrange guest and visitor parking as needed
Personnel & Records Management
Update and maintain faculty/staff calendars and personnel directories
Manage and maintain program files in collaboration with Program Director
Assist with onboarding support for new employees
Provide notary public services to students and university employees
Supervision & Collaboration
Supervise student workers by planning, assigning, and monitoring daily tasks
Collaborate with Program Coordinator, faculty, and staff on various projects and initiatives
Support special programs and community outreach events as assigned
Respond to supervisor feedback with a teachable spirit and adaptability
Carry out other assignments as requested by the Executive Nursing Leadership Team