Administrative Coordinator

Administrative Coordinator Nursing, Public Health, and Masters of Athletic Training

Openings
: 1

JOB SUMMARY: Located in Matteson Hall, the primary purpose of this position is to provide program coordination and administrative support to the nursing department (~80% time) with additional administrative support to the master of athletic training program (~15% time) and the public health program (~5% time) in a manner which contributes to the efficient and effective operation of the departments & programs by performing duties of confidential nature for program support and management, accreditation and licensure support, and staffing/training of student employees.

Office Expectations : 40 hours for 45 weeks (approximately Aug. 1 - June 15), plus 8 hours per week for the remaining 7 weeks.

Pay Range : $18.50 - $21.50

The priority Final date to receive applications is February 23, 2026.

MAIN RESPONSIBILITIES

Support the daily operations and coordination of the programs, including liaise responsibilities with partners (internal and external) and licensure and accrediting bodies.

Accreditation and licensure support responsibilities:

• Organize and maintain student, accreditation, financial and other electronic records deemed necessary within the statutes for state licensure and national accreditation.
• Design and maintain reporting procedures (including Excel files and databases) regarding data, confidential student information, and statistical research. Prepare and generate reports in a timely manner as required by the department chairs, program directors, and accrediting and licensing agencies.
• Assist with admission and retention of student cohorts:
  • Support admission and progression procedures, including determining initial transcript evaluation and other quantifiable data review.
  • Communicate with the Registrar, Admissions, and Academic Advising department regarding admissions, advising, and college graduation requirements of student cohorts.
  • Manage file review for applications, including application profile, transcript evaluation, and additional application documents as necessary and binding & disseminating files to reviewers
  • Manage the collection of admission and progression requirements throughout the summer and academic year.
• Assist the Clinical Coordinators to facilitate the completion and proper filing of clinical affiliation agreements, background checks, and other faculty/student onboarding requirements.
• Assist the department chairs and program directors with departmental data collection and analysis, monitor trends for program assessment and evaluation.

General office and program management responsibilities:

• Create and revise operational systems and procedures, recordkeeping systems, forms, office layout, and budgetary requirements toward continuous improvement.
• Maintain efficient workflow by organizing office files, supplies and equipment. Provide expertise in the operation of office equipment and maintain supplies inventory.
• Process incoming and outgoing correspondence and mail for faculty.
• Maintain Excel files regarding fiscal management of departmental purchases and expenses.
• Pay bills, create purchase orders, submit expense statements, and collaborate with the department chair and program directors for maintenance of budgetary constraints.
• Assist in the general operation and maintenance of facilities, including the management of fiscal resources for physical maintenance and procurement of supplies.
  • Process requests and make appropriate provisions for maintenance and repair of buildings, classrooms, restrooms, offices, office equipment.
• Serve as a communication link between the public, students, and college departments and faculty.
  • Receive and assist students, visitors, and other guests to Mattson Hall.
  • Create communications via creation of web, print and other materials for events and projects to promote the programs.
  • Assist with maintenance of departmental web sites.
  • Support student associations such as Gustavus Student Nurses Association (GSNA) and Gustavus Athletic Training Association (GATA).
• Respond to faculty, student, interdepartmental, and external community inquiries and requests via email, telephone, and in person or virtual settings.
• Provide support for faculty, such as arranging office spaces, meeting spaces, classrooms, event planning and resource needs.
• Assist with search processes for job candidates.
• Assist with onboarding and orientation of part-time and full-time faculty with information about general policies, procedures, equipment, and campus resources.
• Type and edit reports, letters, and other curriculum or required documents.
• Participate in departmental meetings and other announced activities, including marketing and recruitment activities; prepare and generates department meeting minutes.
• Schedule and coordinate department meetings and ceremonies.
• Coordinate conferences and travel arrangements for the department chairs and faculty.
• Participate in training and other opportunities for continued professional…