Administrative Assistant

FVI School of Nursing and Technology•Miramar, FL

13d

About The Position

The Nursing Education Unit Administrative Assistant provides essential 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 and supporting the nursing education unit’s mission and goals. The position provides administrative support to nursing leadership and faculty; maintains student, academic, and clinical records; updates learning-management and student-information systems; tracks required documentation and clinical eligibility; and assists with instructional materials, classroom and laboratory logistics, communications, events, and compliance documentation. It also supports attendance, grades, academic-progress tracking, exam preparation, and general office and inventory operations. The role adheres to FERPA and institutional confidentiality policies.

Requirements

High school diploma or GED.
Two to three years of experience as an administrative assistant.
Extensive computer knowledge, including Microsoft Outlook, Excel, Word, and PowerPoint.
Professional-level verbal and written communication skills, including effective communication in English.
Ability to demonstrate a clear criminal background history.
Ability to work independently with general supervision.
Ability to self-direct, manage multiple tasks, and work under deadline pressure and conflicting priorities in a fast-paced environment.
Ability to work with individuals at all organizational levels and collaborate effectively with others.
Willingness to work a flexible schedule.
Ability to travel or drive locally on a weekly, daily, or as-needed basis, and occasionally travel to other campuses or locations.

Nice To Haves

Associate degree preferred.

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 and up-to-date student files, academic records, and clinical documentation.
Enter and update information in learning management systems such as Canvas and in student information systems.
Track required documents, including immunizations and certifications.
Prepare course materials, handouts, and other 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 point of contact for students, faculty, and external partners.
Distribute official announcements, emails, reminders, and program updates, and assist visitors and callers 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 Director for Clinical Learning and Associate Director for Clinical Affiliation.
Collect, organize, and maintain documents for accreditation reviews and regulatory compliance.
Assist with reports, audits, and evaluation data, and ensure records are complete, accurate, and accessible for review.
Support faculty and leadership in tracking attendance, grades, and academic progress.
Assist with exam preparation, distribution of materials, 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, and coordinate maintenance requests.
Follow FERPA regulations and institutional confidentiality policies, protecting sensitive information.
Maintain professionalism, strong organization, and timely completion of work while managing multiple priorities.