LVN Clinical Programs Administrative Assistant

LVN Clinical Programs Administrative Assistant

The LVN Clinical Programs Administrative Assistant provides comprehensive administrative support to Stanbridge University's Licensed Vocational Nursing program. This position supports the administrative coordination of clinical education, student compliance, clinical placements, skills laboratory and simulation activities, and other program operations.

The LVN Clinical Programs Administrative Assistant maintains accurate student and program documentation, tracks clinical compliance requirements, supports regulatory and accreditation-related recordkeeping, and provides responsive service to students, faculty, clinical partners, and university departments.

The successful candidate is highly organized, demonstrates exceptional attention to detail, communicates professionally through written, verbal, telephone, virtual, and in-person interactions, and serves as a positive ambassador for Stanbridge University. This position requires the ability to manage multiple priorities while maintaining confidentiality, accuracy, and operational excellence.

Essential Duties & Responsibilities

• Provide comprehensive administrative support to the Licensed Vocational Nursing program and its clinical education operations.
• Exercise exceptional attention to detail while maintaining accurate records, ensuring data integrity, and supporting compliance with institutional, accreditation, regulatory, and clinical-partner requirements.
• Prepare professional correspondence, reports, spreadsheets, presentations, meeting materials, student communications, and other program documentation.
• Coordinate calendars, meetings, orientations, clinical preparation activities, special events, and departmental communications.
• Maintain confidential student records and electronic filing systems with exceptional accuracy and in accordance with applicable privacy requirements.
• Review, organize, and track required student documentation, including health records, immunizations, certifications, background checks, drug screenings, physical examinations, and other clinical compliance requirements.
• Monitor student compliance deadlines and communicate outstanding or expiring requirements to students in a timely and professional manner.
• Assist with the administrative coordination of clinical rotations, clinical placements, skills laboratory activities, simulation experiences, orientations, and other nursing education activities.
• Maintain clinical schedules, student rosters, placement information, attendance documentation, and related records.
• Prepare clinical onboarding packets, orientation materials, placement documentation, student lists, and other administrative resources.
• Assist with coordinating student and faculty access to clinical partner systems, documentation platforms, and onboarding processes.
• Maintain affiliation agreements, clinical partner records, and supporting documentation.
• Coordinate professional communication with students, faculty, clinical healthcare organizations, vendors, community partners, and university departments.
• Support the collection, organization, and maintenance of faculty and clinical instructor documentation as assigned.
• Assist with maintaining records supporting Board of Vocational Nursing and Psychiatric Technicians requirements, accreditation standards, clinical-partner expectations, and university policies.
• Organize documentation for regulatory reviews, accreditation activities, audits, program evaluations, and internal compliance reviews.
• Track outstanding documentation and follow up with students, faculty, or other stakeholders to support timely completion.
• Prepare reports and maintain accurate databases using Microsoft 365 and university systems.
• Support department purchasing, supply requests, invoice processing, inventory tracking, and other administrative transactions as assigned.
• Utilize Microsoft 365, university systems, and emerging technologiesincluding AI-assisted productivity toolsto improve productivity, organization, communication, workflow efficiency, and administrative effectiveness while maintaining institutional standards and confidentiality.
• Represent Stanbridge University with professionalism, exceptional customer service, and effective written, verbal, telephone, virtual, and in-person communication.
• Build collaborative working relationships with students, faculty, clinical partners, vendors, and colleagues through responsive and professional service.
• Perform other duties as assigned.

Qualifications

Required

• Associate degree or an equivalent combination of education and experience.
• Minimum of two years of progressively responsible administrative experience.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Excellent written, verbal, telephone, and interpersonal communication skills.
• Professional customer service skills and the ability to represent the University positively and professionally.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to quickly learn new software applications, databases, document-management systems, and AI-assisted productivity tools.
• Ability to maintain accurate and confidential student, faculty, clinical, and program records.
• Ability to understand and consistently follow established policies, procedures, deadlines, and documentation requirements.
• Ability to manage multiple priorities while maintaining accuracy, confidentiality, responsiveness, and professionalism.

Preferred

• Administrative experience in nursing education, healthcare, higher education, or another regulated environment.
• Experience supporting a Licensed Vocational Nursing, Registered Nursing, or other healthcare education program.
• Experience supporting clinical education, student compliance, credentialing, clinical placements, records management, or academic operations.
• Experience reviewing and tracking student health, immunization, certification, background screening, or other clinical compliance documentation.
• Familiarity with nursing program regulatory or accreditation requirements, including BVNPT requirements.
• Familiarity with Canvas or another learning management system.
• Experience working with electronic document-management platforms, student information systems, or clinical compliance systems.

Compensation

$22.00$24.00 per hour.

Compensation is based on education, experience, qualifications, and internal equity considerations.

Conditions of Employment

• A job-related assessment may be required during the interview process.
• Must be able to perform each essential duty satisfactorily and be physically present in the office (unless otherwise noted).
• Employment Authorization: Applicants must be legally authorized to work in the United States. Stanbridge University does not provide employment-based immigration sponsorship or participate in employer-sponsored or employer-dependent work authorization programs.
• Sponsorship now or in the future could include having Stanbridge University sponsor, complete employer documentation, provide attestations or training plans, or otherwise participate in a work-authorization or employment-based immigration program in order for an individual to begin or continue employment. Stanbridge University does not provide any such sponsorship.
• Employment verification will be conducted to validate work experience per accreditation standards.
• Offers of employment are contingent upon the successful completion of a background check.
• Official transcripts are required prior to hire. Degrees earned outside the United States must be evaluated by a recognized credential evaluation service to determine U.S. degree equivalency and applicable subject-area coursework.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work Environment

• Standard office, classroom, laboratory, or clinical setting.
• Duties are typically performed while sitting at a desk or computer workstation.
• May include time spent in nursing skills laboratories, simulation environments, or clinical settings as required by the program.
• Subject to frequent interruptions, noise from talking or office equipment, and demanding timelines.

Physical Demands

• Regularly sits for extended periods.
• Physical ability to perform program- or department-related duties.
• Proficient in using electronic keyboards and office equipment.
• Effective verbal communication via phone and in person.
• Ability to read fine print, operate computers, and understand voices clearly.
• Able to lift, carry, and/or move objects weighing 1025 pounds as needed.

Employee Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Exciting university events
• Seasonal motivational health and wellness challenges
• Work/Life Balance initiatives
• Onsite wellness program / Staff Chiropractor
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)

Institutional Values

• Diversity and Inclusion: Stanbridge University's motto, "Strength through Diversity," reflects our deep