Senior Administrative Assistant

Senior Administrative Assistant

Galen College of Nursing

Position Overview:

The Senior Administrative Assistant provides administrative support to the Dean, Regional Dean, Program Director, or designated academic leader, handling scheduling, correspondence, meeting logistics, records, and general office coordination.

Key Responsibilities:

Meetings & Calendar

• Maintains the assigned leader's calendar according to the leader's stated availability and preferences, scheduling and rescheduling appointments as directed.
• Prepares for staff and department meetings, including drafting agendas provided by the assigned leader, scheduling meeting space, and arranging refreshments.

Correspondence & Documents

• Drafts letters, memos, and reports based on direction, notes, or templates provided by the assigned leader, for the assigned leader's review and signature. Requires familiarity with standard business and academic terminology used within the department.
• Sorts and routes incoming mail and email correspondence using categories and priorities established by the assigned leader. Drafts standard responses for the assigned leader's signature using approved templates, and follows up on outstanding items as directed.
• Prepares confidential correspondence, reports, meeting notices, and presentation materials using Microsoft Office and other standard software, following formatting guidelines provided by the department.
• Prepares presentations and print materials using established templates and formats. Maintains an organized library of past presentations for reference and reuse.

Records, Travel & Office Support

• Maintains accurate physical and electronic filing systems, including shared network drives, ensuring documents are filed correctly and promptly according to department filing standards.
• Makes appointments and travel arrangements, and prepares expense statements for the assigned leader's review and approval.
• Supports the assigned leader with day-to-day administrative tasks that involve access to confidential and proprietary information, following established confidentiality protocols. Escalates any non-routine, sensitive, or unclear matters directly to the assigned leader rather than acting independently.
• Performs other duties as assigned.

Position Requirements:

Education & Experience :

• Some college preferred, High School Diploma
• Two to four years of administrative support experience in a professional office setting.
• Experience supporting a senior leader or department head preferred.

Skills & Competencies:

• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and standard office technology.
• Ability to follow established procedures and department guidelines accurately and consistently.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality of sensitive information.
• Comfortable managing multiple priorities and deadlines under moderate supervision.

Physical & Mental Demands:

This position is primarily sedentary and performed in a standard office environment. The following physical and mental demands are representative of those that must be met to successfully perform the essential functions of this role:

• Ability to remain in a stationary position for extended periods of time while operating a computer and other office equipment.
• Occasionally moves about the office to access files, equipment, or attend meetings.
• Frequently communicates verbally and in writing with internal and external stakeholders; must be able to exchange accurate information in these situations.
• Must be able to read and review documents, data, and on-screen content with close visual attention and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and work effectively under moderate supervision.

Benefits

At Galen College of Nursing, we want to ensure your needs are met. We offer a comprehensive package of medical, dental, and vision plans, tuition discounts, along with unique benefits, including:

• Comprehensive medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.
• Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance, and more.
• Free counseling services and resources for emotional, physical, and financial well-being
• 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)
• Employee Stock Purchase Plan with 10% off HCA Healthcare stock
• Family support through fertility and family building benefits with Progyny and adoption assistance.
• Referral services for children, elders, and pet care, home and auto repair, event planning, and more.
• Consumer discounts through Abenity.
• Retirement readiness, rollover assistance services, and preferred banking partnerships.
• Education assistance (tuition, student loan, certification support, dependent scholarships).
• Colleague recognition program.
• Time Away from Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence).
• Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.

Learn more about Employee Benefits.

Note: Eligibility for benefits may vary by location.

Galen College of Nursing is recognized as a 2023 National League of Nursing (NLN) Center of Excellence (COE).

Galen's Compassionate Care Model Values

• Inclusivity: I foster an environment that provides opportunity for every individual to reach their full potential.
• Character: I act with integrity and compassion in all I do.
• Accountability: I own my role and accept responsibility for my actions.
• Respect: I value every person as an individual with unique contributions worthy of consideration.
• Excellence: I commit myself to the highest level of quality in everything I do.

Learn more about our vision and mission.