BSN Clinical Programs Administrative Assistant

Stanbridge University•Irvine, CA

6d•Onsite

About The Position

The BSN Clinical Programs Administrative Assistant provides comprehensive administrative support for Stanbridge University's Bachelor of Science in Nursing (BSN) program. This position plays a vital role in supporting clinical education operations by coordinating student compliance documentation, maintaining confidential student records, assisting with clinical placement administration, supporting faculty and students, and ensuring administrative processes comply with university, accreditation, regulatory, and clinical partner requirements. This is a compliance-driven administrative position where success is measured by exceptional accuracy, organization, timely follow-up, and the ability to effectively manage multiple time-sensitive priorities within a highly regulated healthcare education environment. The successful candidate is highly organized, detail-oriented, proactive, and committed to operational excellence. They serve as a professional liaison between students, faculty, healthcare organizations, vendors, and university leadership while delivering exceptional customer service and maintaining the highest standards of professionalism and confidentiality. Experience supporting nursing education, healthcare administration, clinical education, healthcare credentialing, compliance, or higher education operations is highly desirable.

Requirements

Associate degree or an equivalent combination of education and relevant experience.
Minimum of two (2) years of progressively responsible administrative experience.
Exceptional organizational skills with outstanding attention to detail and accuracy.
Demonstrated ability to manage multiple concurrent priorities while meeting deadlines.
Excellent written, verbal, telephone, virtual, and interpersonal communication skills.
Strong customer service skills with the ability to build positive working relationships.
Demonstrated ability to effectively utilize AI-assisted productivity tools (such as Microsoft Copilot, ChatGPT, or similar technologies) to improve organization, communication, workflow efficiency, research, and administrative effectiveness while maintaining accuracy, confidentiality, and professional judgment.
Advanced proficiency with Microsoft Outlook, Word, Excel, Teams, SharePoint, and Microsoft 365.
Ability to quickly learn new software applications, databases, student information systems, and AI-assisted productivity tools.
Ability to exercise sound judgment while handling confidential information.
Ability to work independently while collaborating effectively within a team environment.
Must be able to perform each essential duty satisfactorily and be physically present on campus as required.
Employment verification will be conducted to validate work experience in accordance with accreditation standards.
Offers of employment are contingent upon the successful completion of a background check.
Official transcripts are required prior to hire.
Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject-area coursework.
Must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout employment.
Stanbridge University does not sponsor employment visas for this position.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Nice To Haves

Experience supporting nursing education, healthcare administration, clinical education, healthcare credentialing, compliance, or higher education operations is highly desirable.
Bachelor of Science in Nursing (BSN) education
Nursing education administration
Allied health education
Higher education administration
Clinical education administration
Healthcare administration
Hospital medical staff services
Healthcare credentialing
Clinical placement coordination
Healthcare compliance
Student services within higher education
Academic operations in a regulated healthcare environment
Coordinating compliance documentation for large student or employee populations.
Reviewing health records, immunizations, certifications, licensure, or credentialing documentation.
Managing confidential records and electronic document management systems.
Monitoring deadlines and regulatory compliance requirements.
Coordinating multiple projects with competing priorities.
Scheduling meetings, orientations, and special events.
Communicating professionally with students, faculty, administrators, healthcare organizations, and external partners.
Preparing reports, maintaining databases, and managing complex spreadsheets.
Maintaining accurate documentation with exceptional attention to detail.
Working successfully in fast-paced environments with frequent interruptions while maintaining accuracy and professionalism.

Responsibilities

Review, organize, verify, and maintain student compliance documentation, including health records, immunizations, CPR certifications, licensure verification, background checks, drug screenings, and other required clinical documentation.
Monitor student compliance deadlines and proactively communicate outstanding requirements in a professional and timely manner.
Maintain confidential student records with exceptional attention to detail, ensuring accuracy, completeness, and data integrity.
Track documentation required by accrediting agencies, regulatory bodies, university policies, and clinical partners.
Maintain organized electronic filing systems and document management processes.
Provide administrative support for clinical education, clinical placements, simulation activities, internships, and other experiential learning experiences.
Prepare onboarding packets, orientation materials, placement documentation, and student communications.
Coordinate administrative processes related to student clinical placements.
Maintain affiliation agreements and supporting documentation for healthcare partners.
Assist faculty and program leadership with clinical scheduling and administrative coordination.
Coordinate communication with students and clinical partners regarding onboarding requirements and placement documentation.
Provide comprehensive administrative support to the BSN program.
Prepare professional correspondence, reports, spreadsheets, presentations, meeting agendas, and departmental documentation.
Coordinate calendars, meetings, orientations, workshops, and special events.
Maintain departmental databases, records, and electronic filing systems.
Support faculty with administrative processes related to clinical education and academic operations.
Assist with departmental projects and operational initiatives as assigned.
Assist in maintaining documentation supporting accreditation, regulatory, and institutional compliance requirements.
Prepare reports and maintain accurate records for internal audits and accreditation reviews.
Ensure documentation meets university standards for quality, consistency, and accuracy.
Support continuous improvement initiatives related to administrative and compliance processes.
Utilize Microsoft 365, university systems, document management platforms, and AI-assisted productivity tools to improve workflow efficiency, communication, reporting, organization, and administrative effectiveness while maintaining institutional standards and confidentiality.
Learn and effectively utilize university software applications, databases, learning management systems, and student information systems.
Recommend administrative process improvements that enhance efficiency, organization, and customer service.
Serve as a professional point of contact for students, faculty, healthcare organizations, vendors, and community partners.
Build collaborative relationships through responsive, professional, and solution-oriented service.
Represent Stanbridge University with professionalism through written, verbal, telephone, virtual, and in-person communication.
Maintain the highest level of confidentiality when handling student, faculty, and institutional information.
Perform other duties as assigned in support of the BSN program and the University's mission.