Administrative Assistant

Administrative Assistant

Director of Clinical Partnerships & Nursing Program Integration

Pennsylvania Institute of Technology Media, PA

Position Summary

The Administrative Assistant to the Director of Clinical Partnerships & Nursing Program Integration provides administrative and operational support for nursing program functions, clinical partnerships, faculty coordination, scheduling, compliance tracking, and day-to-day departmental operations. This position plays a key role in supporting communication, organization, and coordination across academic and clinical environments to ensure efficient program operations and student success.

Essential Duties and Responsibilities

Clinical Partnership & Compliance Support

• Assist with the coordination and maintenance of clinical affiliation agreements, partnership documentation, attestations, and clinical site onboarding for students and faculty.
• Review required documentation and ensure compliance requirements for clinical sites.
• Maintain organized records of clinical contracts, site contacts, and partnership communications
• Support communication with hospitals, healthcare facilities, and community partners regarding placements and program needs
• Assist with clinical scheduling each term and logistics for clinical site visits and advisory board meetings

Faculty & Instructor Support

• Coordinate onboarding materials and documentation for adjunct faculty and clinical instructors
• Assist with faculty scheduling, communication, and tracking of required credentials and clearances.
• Maintain faculty files and assist with organization of orientation and training materials
• Provide administrative support for recruiting, hiring, and onboarding new faculty.
• Assist with proctoring when needed.

Academic & Operational Support

• Assist with academic, laboratory, and clinical scheduling coordination
• Maintain departmental calendars, meeting schedules, and event coordination
• Prepare reports, spreadsheets, presentations, and departmental documents
• Support student communication initiatives and assist with distribution of announcements and reminders
• Monitor and organize nursing program records, forms, and databases
• Assist with accreditation preparation, audits, and regulatory documentation as needed
• Survey collection and reporting
• Other tasks as needed.

Office & Administrative Functions

• Manage emails and departmental correspondence professionally and efficiently
• Maintain confidentiality of student, faculty, and institutional information
• Provide general administrative and clerical support for nursing program operations
• Assist leadership with special projects and operational initiatives

Qualifications:

• High School Diploma or equivalent.
• 2-3 years of Administrative Assistant experience. Preference is given to candidates with higher education and/or non-profit experience.
• Proficiency in Microsoft Office Suite, Outlook, Excel, and database management
• Ability to maintain confidentiality and exercise sound judgment

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Sitting or standing for long periods of time.
• Must be able to easily navigate multiple flights of stairs, several times per day