Administrative Assistant

Saint Mary's College of California•Moraga, CA

1d•Onsite

About The Position

The Administrative Assistant serves as a central operational hub for the Pre-Licensure BSN Program and other programs being developed within the Nursing Program. This professional ensures seamless administrative continuity across student services, regulatory compliance, faculty support, event coordination, and financial operations. The role demands a high degree of independent judgment, meticulous attention to detail, and a service-centered orientation aligned with the College’s Lasallian commitment to student success. This position requires fluency in nursing regulatory frameworks including California Board of Registered Nursing (BRN) mandates, NCLEX preparation processes, CCNE accreditation standards, and FERPA/HIPAA requirements and the ability to manage competing priorities in a dynamic, accreditation-focused academic environment.

Requirements

Associate degree or equivalent combination of education, training, and experience.
Minimum two (2) years of progressively responsible administrative experience.
Demonstrated experience managing confidential student or patient records in compliance with FERPA and/or HIPAA
Advanced Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Canvas LMS and student information systems
Exceptional written and verbal communication; ability to produce clear, professional correspondence and documentation with minimal supervision
Proven capacity to manage multiple concurrent priorities, complex calendars, and compliance-sensitive deadlines with a high degree of accuracy
Warm, student-centered service approach consistent with the Lasallian tradition; demonstrated empathy, discretion, and professional presence
Ability to function as an effective team member and liaison across departments, faculty, administrators, external agencies, and clinical partners
Comfortable navigating ambiguity and change in a rapidly growing academic program environment
Ability to work 10-hour shifts 4 days a week, on-site, with occasional evenings and weekends as required

Nice To Haves

Bachelor’s degree in Business Administration, Healthcare Administration, Education, or a related field preferred.
Experience in higher education, healthcare, or nursing education programs strongly preferred.
Prior exposure to academic accreditation processes (CCNE, WASC/WSCUC, BRN) is a significant advantage
Strong working knowledge of California BRN requirements, NCLEX processes, ATI platform operations, and CCNE/WASC accreditation frameworks

Responsibilities

Serve as the primary point of contact for student inquiries, providing timely, accurate, and compassionate responses consistent with program and College policies.
Navigate and resolve sensitive student matters including registration, billing, grades, leave of absence, add/drop, and withdrawals in strict compliance with FERPA and HIPAA.
Monitor cohort registration each semester against approved academic plans; proactively identify and resolve scheduling conflicts or exceptions.
Process Special Action Petitions, degree verifications, and BRN-related documentation including NCLEX applications, background check requirements, and Public Health Nursing licensure paperwork.
Maintain accurate, current student advising files and cohort tracking documents including grade reporting records.
Assign students to faculty advisors and maintain updated advisor rosters each academic year.
Manage the end-to-end administrative lifecycle of each cohort: program launches, orientations, pinning ceremonies, and graduation coordination.
Support Building the Term processes by coordinating course and class meeting date information with the program directors.
Maintain program calendars, departmental files, enrollment rosters, and accreditation-related documentation.
Process and track faculty workload data, contracts, stipend payments, and course assignments in coordination with HR and Finance.
Oversee faculty compliance with BRN Health and Safety requirements, continuing education unit (CEU) tracking, and background check documentation.
Coordinate ordering and distribution of uniforms, patches, lab coats, and lab bags; ensure all faculty and staff hold SMC-branded lab coats and BRN-compliant identification.
Provide clerical support including meeting minutes, calendar management, supply procurement, and general office operations.
Act as departmental liaison to other administrative departments at SMC
Assist the Director of Nursing and academic directors with program assessments, self-study reports, and documentation for institutional accreditation through WSCUC/WASC.
Support preparation and submission of materials for professional accreditations including CCNE and the California Board of Registered Nursing (BRN).
Implement scheduling decisions made by the Director of Nursing, including course additions, modifications, and cancellations.
Oversee TEAS testing logistics and serve as proctor for ATI examinations throughout the academic year.
Assist with the management of the department’s operational budget, maintaining accurate financial records and processing expense requests and reimbursements.
Conduct mid-year budget reviews and prepare year-end financial summaries in collaboration with the Nursing budget and finance team.
Track and process faculty workload, payment authorizations, and contract paperwork in coordination with HR and Finance.
Coordinate faculty and group interview scheduling; communicate admissions decisions to the Admissions Office.
Assist with resolving outstanding admissions issues in a timely, professional manner.
Coordinate Brown Bag information sessions for prospective nursing students.
Other Duties as Assigned