Clinical Programs Administrative Assistant

Stanbridge University•Irvine, CA

3d•Onsite

About The Position

The Clinical Programs Administrative Assistant provides comprehensive administrative support for Stanbridge University's healthcare academic programs. This position assists with clinical education administration by maintaining student documentation, coordinating compliance records, supporting clinical education, fieldwork, experiential learning, and related administrative processes, and providing exceptional customer service to students, faculty, and healthcare partners. The successful candidate is highly organized, demonstrates exceptional attention to detail, communicates professionally through written, verbal, telephone, virtual, and in-person interactions, and serves as a positive ambassador for Stanbridge University. This position supports multiple priorities while maintaining confidentiality, accuracy, and a commitment to operational excellence.

Requirements

Associate degree or equivalent combination of education and experience.
Minimum two (2) years of progressively responsible administrative experience.
Exceptional organizational skills with outstanding attention to detail and accuracy.
Excellent written, verbal, telephone, and interpersonal communication skills.
Professional customer service skills and the ability to represent the University in a positive and professional manner.
Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
Ability to quickly learn new software applications, databases, and AI-assisted productivity tools.
Ability to manage multiple priorities while maintaining accuracy, confidentiality, and professionalism.

Nice To Haves

Administrative experience in healthcare, higher education, or another regulated environment.
Experience supporting clinical education, student services, compliance, credentialing, records management, or academic operations.
Familiarity with Canvas or other Learning Management Systems.
Experience working with electronic document management or student information systems.

Responsibilities

Provide comprehensive administrative support to assigned healthcare academic programs.
Exercise exceptional attention to detail while maintaining accurate records, ensuring data integrity, and supporting compliance with institutional, accreditation, and regulatory requirements.
Prepare professional correspondence, reports, spreadsheets, presentations, meeting materials, and other departmental documentation.
Coordinate calendars, meetings, orientations, special events, and departmental communications.
Maintain confidential student records and electronic filing systems with exceptional accuracy.
Review, organize, and track required student documentation, including health records, immunizations, certifications, background checks, drug screenings, licensure verification, and other compliance requirements.
Monitor compliance deadlines and communicate outstanding requirements to students in a timely and professional manner.
Assist with the administrative coordination of clinical education, fieldwork, internships, simulation activities, and other experiential learning experiences.
Prepare onboarding packets, orientation materials, placement documentation, and other administrative resources.
Maintain affiliation agreements and supporting documentation.
Coordinate communication with students, faculty, healthcare organizations, vendors, and community partners.
Assist with maintaining documentation supporting accreditation, regulatory, and program compliance requirements.
Prepare reports and maintain accurate databases using Microsoft 365 and university systems.
Utilize Microsoft 365, university systems, and emerging technologies—including AI-assisted productivity tools—to improve productivity, organization, communication, workflow efficiency, and administrative effectiveness while maintaining institutional standards and confidentiality.
Represent Stanbridge University with professionalism, exceptional customer service, and effective written, verbal, telephone, virtual, and in-person communication.
Build collaborative working relationships with students, faculty, healthcare partners, vendors, and colleagues through responsive, professional service.
Perform other duties as assigned.