Job Details
TITLE: Administrative Assistant to the School of Nursing and Health Sciences
Department Reports to: Senior Vice President for Academic Affairs
Faculty Reports to: Dean of Nursing and Health Sciences
SUMMARY:
The Administrative Assistant plays a vital role in supporting the smooth and efficient operation of the School of Nursing and Health Sciences at Anna Maria College, encompassing the Nursing, Health Science, Forensic Science, and Exercise Science programs. This is a 12-month staff position. Reporting directly to the Dean of Nursing and Health Sciences, this position provides essential administrative, organizational, and communication support that facilitates academic excellence and compliance with accreditation and regulatory standards. The Administrative Assistant acts as a primary point of contact for faculty, staff, students, external partners, and stakeholders, consistently representing the School with professionalism, discretion, and responsiveness. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment. Through their work, the Administrative Assistant contributes significantly to the operational success and reputation of the School, helping ensure that faculty and staff have the support they need to deliver high-quality education and that students experience seamless administrative processes throughout their academic journey.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES:
Staff shall:
- Provide high-quality, confidential administrative support to the Dean and departmental faculty and staff.
Assist with managing the Dean’s calendar and coordinate meetings and events.
Assist with scheduling and calendar management for all Dean-related, MOU-related, and School of Nursing and Health Sciences appointments, including internal and external stakeholder meetings, ensuring efficient time allocation and coordination.
Assist with organizing, filing, and maintaining accreditation and regulatory documents to support program compliance and reporting needs.
Provide administrative support for nursing accreditation processes, including organizing and managing documentation for regulatory and accrediting bodies (e.g., ACEN, MA Board of Registration in Nursing).
Maintain evidence files aligned with accreditation criteria and assist in assembling required materials for self-study reports, site visits, and annual updates.
Prepare and maintain departmental records and forms, ensuring accuracy and completeness of program, faculty, and student files. Compile end-of-course program documentation.
Track and maintain Nursing Department budget files; prepare purchase orders and payment requests for review by the Dean.
Oversee and maintain shared Outlook calendars for Nursing, Health Science, and EMT/Paramedic programs.
Attend Nursing Department meetings, take detailed minutes, and distribute them in accordance with regulatory standards.
Assist in faculty and staff recruitment by scheduling interviews and coordinating candidate communications.
Serve as a liaison with faculty, staff, students, administrators, job applicants, and the public.
Support the Clinical Placement and Compliance Coordinator with billing processes and contract filing.
Maintain the Nursing Department’s Microsoft Teams channel and shared administrative drive.
Perform general clerical duties including photocopying, mailing, scanning, and filing. Maintain both hard copy and electronic filing systems. Create and edit documents using Microsoft Office (Word, Excel, PowerPoint, Outlook).
Design and distribute interdepartmental and student-facing communications using Canva.
Create and manage departmental forms using JotForm and Microsoft Forms, such as the School of Nursing Candidate Review Form and BSN Course Evaluation Forms.
Coordinate logistics for Memorandum of Understanding (MOU) meetings with partner institutions, internal stakeholders, and legal or administrative representatives.
Schedule and organize meetings for the School of Nursing and Health Sciences, including program chairs, department leadership, advisory boards, and cross-functional teams.
Collaborate with external stakeholders such as clinical partners, community organizations, and academic collaborators to arrange appointments with the Dean or designated personnel.
Prepare and distribute meeting agendas, confirm attendance, and manage communications related to all scheduled appointments.
Ensure timely updates and accuracy of calendars, handling last-minute changes or rescheduling with professionalism and discretion.
Maintain records of appointments and meeting outcomes as needed for institutional reporting, accreditation, or partnership tracking.
Coordinate with other departments to fulfill faculty and staff requests, including ordering supplies and reserving rooms.
Uphold strict confidentiality regarding student, faculty, and staff information.
Proctor exams as needed.
Assist with onboarding of new faculty and staff by preparing orientation materials and access credentials.
Support faculty in coordinating course materials, ordering textbooks, and maintaining syllabi repositories.
Facilitate communication regarding academic deadlines, registration, and advising schedules.
Assist in planning and executing departmental academic events, such as pinning ceremonies, commencement preparations, guest lectures, advisory board meetings, and student award recognition.
Maintain and update academic calendars and track faculty office hours.
Monitor and route incoming departmental email correspondence.
Help compile data and prepare reports related to enrollment, retention, student feedback, and assessment activities.
Perform additional duties as assigned by the Dean of Nursing and Health Sciences.
EXPECTED RESULTS:
The Administrative Assistant will help support seamless daily operations of the School of Nursing and Health Sciences by providing proactive, efficient, and detail-oriented administrative support to the Dean and department faculty. By expertly managing complex calendars, coordinating appointments, and maintaining accreditation documentation, the incumbent will contribute to the School’s compliance with regulatory standards and its continued academic excellence. Effective communication and coordination with internal and external stakeholders will promote positive relationships and support faculty and student success. The Administrative Assistant’s organizational skills and timely execution of duties will facilitate smooth departmental workflows, accurate recordkeeping, and successful event planning, thereby enhancing the overall reputation and operational effectiveness of the School.
SUPERVISORY RESPONSIBILITY:
This position does not have direct supervisory responsibilities but may provide guidance and support to student workers, temporary staff, or volunteers as assigned.
CONTACTS:
The Administrative Assistant regularly interacts with a variety of internal and external stakeholders to facilitate effective communication and support School operations. Internal contacts include the Dean of Nursing and Health Sciences, faculty members, program chairs, administrative staff, and students within the School of Nursing and Health Sciences. External contacts include clinical partners, accreditation bodies (such as ACEN and the Massachusetts Board of Registration in Nursing), community organizations, prospective faculty candidates, partner institutions, vendors, and other external collaborators. These interactions require professionalism, discretion, clear communication, and responsiveness to support academic programs and departmental initiatives.
QUALIFICATIONS/REQUIREMENTS NECESSARY TO REACH ACCEPTABLE PERFORMANCE:
Education:
- High school diploma or equivalent required; Associate’s degree or higher preferred, preferably in Business Administration, Health Sciences, Education, or related field.
Experience:
- Minimum of 2 years of administrative experience in an academic or healthcare setting preferred. Experience supporting nursing or health science programs strongly preferred.
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Experience with Learning Management Systems (LMS) such as Blackboard, Canvas, or Moodle is preferred. Familiarity with tools such as Canva, JotForm, Microsoft Forms, and Microsoft Teams is a plus.
Organizational Skills:
- Demonstrated ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
Communication Skills:
- Excellent verbal and written communication skills, with the ability to interact professionally with diverse groups of people including faculty, students, and external partners.
Interpersonal Skills:
- Strong customer service orientation, tact, discretion, and the ability to maintain confidentiality.
Attention to Detail:
- High level of accuracy and thoroughness in handling documentation, record keeping, and scheduling.
Knowledge:
- Basic understanding of nursing education, accreditation requirements (e.g., ACEN standards), and regulatory compliance is preferred but not required.
Other:
- Ability to work independently and as part of a team. Flexibility to adapt to changing priorities and assist with special projects as needed.
Pay Rate: $21.98/hour
