Executive Assistant I, MEPN Program

Details•San Diego, CA

14h•Onsite

About The Position

The Executive Assistant (EA) provides high-level administrative and operational support essential to the successful management of the Master’s Entry Program in Nursing (MEPN). Reporting to the MEPN Program Director, the EA serves as a primary administrative liaison for faculty, staff, and students, ensuring seamless program execution. Key responsibilities include: Operational Excellence: Managing the MEPN Director’s and departmental calendars, ensuring efficient scheduling and priority management. Student Success & Advocacy: Administrative coordination of academic progression in partnership with university stakeholders, including Graduate Records, the Registrar, Copley Library, and Information Technology Services. Data & Communications: Tracking and maintaining critical student statistics and overseeing the professional standard of program materials, including the program handbooks and web presence. Admissions Lifecycle Support: Collaborating closely with the Admissions Office to facilitate the recruitment cycle, including prospective student outreach, application processing, and interview coordination. Event Management: Leading the planning and execution of essential program milestones, such as faculty/student workshops, clinical orientations, and new student orientations.

Requirements

High School diploma required.
Minimum three (3) years of related administrative or operational work experience required.
Advanced working knowledge of standard computer applications and the ability to rapidly master new programs and institutional software (e.g., Workday, Banner, DegreeWorks and Project Concert).
Demonstrated skills in meeting management and special event planning.
Ability to independently drive assigned tasks and complex projects to completion with minimal oversight.
Proven ability to contribute effectively to diverse workgroups and maintain professional relationships across various university departments.
Ability to independently work on assigned tasks and special projects
Represents the School of Nursing and the University with the highest standards of professionalism, integrity, and cultural responsiveness, consistently supporting the institution’s missions and goals.
Provides proactive, high-touch customer service to all internal and external constituents, including students, faculty, and clinical agencies.
Exercises sound judgment and advanced negotiation skills when coordinating between students, faculty, administrators and campus community.
Maintains strict adherence to FERPA regulations and ethical practices regarding the confidentiality of student and faculty records.
Possesses in-depth knowledge of University policies, Pre-licensure requirements, and Board of Registered Nursing (BRN) compliance standards.
Demonstrates the ability to independently anticipate, initiate, and drive projects and administrative procedures to completion.
Exhibits strong organizational and time management skills, successfully balancing multiple priorities in a fast paced environment.
Displays flexibility and patience when navigating evolving work situations, student requests, clinical agency changes.
Works effectively as a team member with Program Director, faculty, and students to achieve MEPN program goals.

Nice To Haves

Bachelor’s degree preferred.
3-5+ years of experience in higher education or student services, with focus on graduate level academics.
Prior experience in a supervisory or leadership role is preferred.

Responsibilities

Manage the MEPN Director’s calendar and departmental scheduling, coordinate and schedule meetings for students, prospective students, and faculty.
Collaborates with the MEPN Leadership Team to facilitate the part-time clinical adjunct faculty recruitment process, including scheduling interviews, preparing and organizing candidate documentation, and coordinate professional correspondence with applicants throughout the hiring process.
Lead the integration of new faculty by tracking clinical compliance, navigating campus resources, and managing administrative workflows including textbook orders and reimbursement protocols.
Provide comprehensive technical assistance to faculty for instructional needs and serve as a liaison for office support.
Drafts and finalizes essential program communications, detailed meeting minutes, and data-driven reports to support MEPN leadership and administrative transparency.
Facilitates external accreditation correspondence, including verification forms and letters of recommendation for regulatory boards.
Coordinates end-to-end event logistics, including catering, vendor coordination, Event Management Systems (EMS) reservations, and supply procurement (signage, banners, and promotional materials).
Facilitates onsite operations, overseeing setup/cleanup, guest relations, and parking logistics while serving as the primary point of contact to ensure seamless event execution.
Assist with program communications, providing students with critical updates regarding registration, university deadlines, financial aid, and health requirements.
Facilitates academic progression by managing MEPN course registration and auditing degree plans via DegreeWorks to ensure graduation compliance.
Serves as the primary point of contact for student inquiries, providing direct support or escalating to leadership as required.
Assist the Clinical Placement Team with administrative tasks and contribute to departmental governance meetings regarding curriculum and clinical operations.
Participate in and assist with regulatory and accreditation processes, including preparation of periodic reports and site visits.
Inputs and maintains MEPN alumni information into the internal department database to support accreditation, reports, surveys, and grants.
Provides administrative and operational support to other HSON departments as required during peak periods or school wide events, such as graduation.