Administrative Assistant-Miramar Campus

FVI School of Nursing and Technology•Miami, 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 office administration, scheduling, records management, student and clinical documentation, course preparation, and classroom and lab logistics. It also serves as a point of contact for students, faculty, visitors, callers, and external partners; supports clinical operations and compliance documentation; assists with academic tracking and exams; coordinates program events; and maintains office supplies, equipment, and a functional work environment. The position requires an Associate degree as preferred and a high school diploma or GED, extensive knowledge of Microsoft Outlook, Excel, Word, and PowerPoint, and at least two years of Administrative Assistant experience. The successful candidate communicates professionally, organizes and prioritizes work effectively, protects confidential information, and works collaboratively and independently in a deadline-driven environment. A flexible schedule and local travel, including occasional travel to other campuses or locations, may be required.

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 the ability to communicate in English.
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 individuals at all organizational levels and collaborate effectively with others.
Ability to maintain professionalism, confidentiality, strong organization, and effective working relationships.
Willingness to work a flexible schedule.
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).

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 current student files, academic records, and clinical documentation.
Enter and update information in learning management and student information systems, including Canvas.
Track required student documents, 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 point of 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 such as 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 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, protect sensitive information, and maintain professionalism.