Administrative Support Specialist, Nursing

Job Title

Academic Affairs (Full Time) Griffin Campus

Minimum Qualifications:

• High school diploma or equivalent and six (6) months of related work experience.

• Proficiency with Microsoft Office Suite and database systems.
• Demonstrated ability to maintain accurate records, manage multiple deadlines, and handle sensitive documentation.
• Strong organizational and communication skills.

Responsibilities:

• Provides operational support to the nursing department;

• Serves as liaison between the program/administrative/technical operation and clients; determines the nature of client's business and provides appropriate information and assistance. Refers to appropriate personnel when necessary;

• Proofreads and edits documents for content, context, accuracy and consistency;

• Copies, distributes and files appropriate letters, memoranda, reports and other materials;

• Prepares paperwork, sign-in sheets, copies and classroom materials for instructors. Maintains classroom supplies and distributes books;

• Utilizes a variety of software to produce documents, spreadsheets, visual aids and promotional materials;

• Manage attendance reports and records;

• Manages databases and reports for instructional enhancements;

• Maintains filing and record-keeping systems;

• Conducts research using a variety of resources to generate reports, solve departmental issues, find new technology solutions;

• Maintains office supply inventory;

• Maintains accreditation files and organizes nursing program records in a clear, structured filing system (both physical and digital) to ensure that documentation is complete, current, and readily accessible.

• Tracks and monitors student and faculty compliance with program requirements including, but not limited to, CPR certification, immunizations, drug screens, background checks, and basic life support (BLS) credentials.

• Prepares and maintains detailed faculty meeting minutes, ensuring summaries include substantive discussion points, action items, decisions, and follow-up responsibilities.

• Works with faculty and program coordinators to request clinical rotations through ACEMAPP, manage ACEMAPP records and assignments, and ensure that faculty, student, and clinical rotation schedules are accurate, current, and well-coordinated.

• Monitors ACEMAPP to verify that all students and faculty are cleared for clinical rotations by confirming that required documentation is complete and that site-specific requirements for each clinical placement are met.

• Coordinates with internal departments to collect, verify, and properly file documentation specific to nursing programs, ensuring that these responsibilities reside within the nursing department.

• Develops and maintains checklists and standardized processes to verify that all faculty and student records are complete and current.

• Conducts regular internal audits to verify that compliance records, MOUs, and accreditation documentation remain accurate and up to date.

• Works with students, faculty, and staff to address and resolve complaints or concerns in a timely and professional manner.

• Assists students in scheduling classes, ensuring they have accurate information on course availability and program requirements. Maintains a student-centered approach, actively listening to issues, offering solutions, and guiding students through administrative processes.

• Works with faculty and the AVP to create course schedules in Banner and makes revisions as necessary.

• Uses computer software as a tool for performing clerical assignments, including data entry, reporting, and database maintenance.

• Monitors use of and maintains supplies, equipment, and/or facilities for the assigned work unit or program area.

• Manage the nursing department student admissions and orientation process.

• Performs other duties as assigned.

Competencies:

• Skill in the use of computers and job-related software programs.
• Knowledge of modern office practices and procedures.
• Ability to operate workroom machinery such as fax machines, copiers, scanners, shredders, etc.
• Skill in interpersonal relations and in dealing with the public.
• Oral and written communication skills.
• Demonstrated…