Administrative Assistant-Miramar Campus

FVI School of Nursing and Technology•Miramar, FL

About The Position

The Nursing Education Unit Administrative Assistant provides administrative and operational support to the nursing program, helping maintain smooth workflows for faculty, students, and leadership. The role manages communications and records and assists with academic and clinical operations while upholding confidentiality, accuracy, and efficiency. The position supports the Dean, Director of Nursing, Associate Directors, and faculty with daily administrative work; maintains calendars, student and academic records, clinical documentation, and information in learning management and student information systems; and assists with classroom, laboratory, and clinical scheduling. It serves as a point of contact for students, faculty, visitors, callers, and external partners, and supports communications, compliance documentation, reporting, events, office supplies, and equipment. The assistant also helps faculty and leadership track attendance, grades, and academic progress and may assist with exam preparation and proctoring.

Requirements

High school diploma or GED.
At least 2 years of Administrative Assistant experience.
Extensive computer knowledge, including Microsoft Outlook, Excel, Word, and PowerPoint.
Professional-level verbal and written communication skills, including effective listening and presentation skills.
Ability to demonstrate a clear criminal background history.
Ability to work independently with general supervision.
Ability to self-direct, self-pace, multitask, and meet deadlines amid conflicting priorities in a fast-paced environment.
Ability to work with people at all organizational levels and maintain effective collaborative working relationships.
Ability to communicate effectively in English, orally and in writing.
Ability to travel or drive locally weekly, daily, or as needed, and occasionally travel to other campuses or locations.

Nice To Haves

Associate degree preferred.
Willingness to work a flexible schedule.

Responsibilities

Assist the Dean, Director of Nursing, Associate Directors, and faculty with daily administrative tasks.
Manage calendars, schedule meetings and appointments, and prepare meeting materials.
Perform general office duties, including filing, scanning, and photocopying.
Maintain organized, current student files, academic records, and clinical documentation.
Enter and update information in the learning management system and student information systems.
Track required document submissions, including immunizations and certifications.
Prepare course materials, handouts, and instructional documents.
Assist with classroom, laboratory, and skills lab scheduling and logistics.
Support faculty with communications, resource preparation, and administrative coordination.
Serve as a primary contact for students, faculty, and external partners.
Distribute official announcements, emails, reminders, and program updates.
Assist visitors and callers courteously and professionally.
Track clinical eligibility requirements, including background checks, CPR certification, and health records.
Communicate with clinical partners about documents and scheduling as directed by clinical leadership.
Provide clerical support for clinical operations to the Associate Directors for Clinical Learning and Clinical Affiliation.
Collect, organize, and maintain documents for accreditation reviews and regulatory compliance.
Assist with reports, audits, and evaluation data; ensure records are complete, accurate, and accessible.
Help faculty and leadership track attendance, grades, and academic progress.
Assist with exam preparation, materials distribution, and proctoring when needed.
Help organize program events, including orientation, faculty meetings, workshops, and pinning ceremonies; prepare materials, manage RSVPs, and coordinate logistics.
Monitor and maintain office supplies, equipment, and inventory; coordinate maintenance requests.
Follow FERPA regulations and institutional confidentiality policies and protect sensitive information.
Maintain professionalism, strong organization, and timely completion of work while managing multiple priorities.