Administrative Assistant - Scheduler

Job Description

Job Description

The Office of Instruction leads and serves a vibrant, inclusive, and innovative academic community dedicated to delivering exceptional educational experiences and promoting student success.

Stanbridge University is seeking a highly organized, proactive, and detail-oriented Administrative Assistant – Scheduler to support the Office of Instruction. Reporting to the Vice President of Instruction, this position provides administrative and scheduling support across multiple departments within the Office of Instruction while helping ensure the efficient delivery of academic operations.

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, manages competing priorities with accuracy, and is committed to providing exceptional service to faculty, staff, and students. Success in this role requires advanced Microsoft Office skills, particularly Microsoft Excel and Outlook, outstanding organizational abilities, and the ability to maintain professionalism under pressure.

Essential Functions

• Coordinate, communicate, and maintain academic program schedules while ensuring a high degree of accuracy and operational efficiency.
• Provide administrative support for multiple departments within the Office of Instruction.
• Support instructional and educational resources for the University's academic programs.
• Prepare reports by gathering, analyzing, and summarizing data using Microsoft Excel and other Microsoft Office applications.
• Maintain accurate instructional records, schedules, and supporting documentation.
• Identify scheduling conflicts, troubleshoot issues, and communicate solutions in a timely and professional manner.
• Communicate effectively with faculty, staff, students, and leadership regarding scheduling and departmental needs.
• Prioritize multiple assignments, manage competing deadlines, and adapt to changing priorities.
• Provide outstanding customer service while maintaining professionalism in a fast-paced environment.
• Support departmental initiatives and collaborate with colleagues to ensure operational excellence.
• Proactively identify opportunities to improve scheduling processes and administrative workflows to increase efficiency and effectiveness.

Required Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Minimum of two (2) years of experience in an administrative support role.
• Demonstrated experience coordinating schedules, calendars, or other complex administrative processes.
• Advanced proficiency in Microsoft Excel , including the ability to organize, analyze, maintain, and validate data with a high degree of accuracy.
• Advanced proficiency in Microsoft Outlook , including calendar management, meeting coordination, and professional communication.
• Proficiency with Microsoft Word and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and problem-solving abilities.
• Ability to work independently while managing multiple priorities with exceptional attention to detail.

Preferred Qualifications

• Experience coordinating complex schedules in a fast-paced administrative, healthcare, or higher education environment.
• Exceptional attention to detail with outstanding organizational and time management skills.
• Demonstrated initiative and a willingness to proactively support team members and departmental needs.
• Strong critical thinking and problem-solving skills with the ability to navigate complex scheduling challenges.
• A calm, professional demeanor and the ability to remain composed while managing multiple priorities, changing demands, and tight deadlines.
• Excellent written and verbal communication skills with a strong customer-service mindset.
• Experience identifying opportunities to improve processes, streamline workflows, and increase operational efficiency.
• Ability to build positive working relationships across departments while collaborating effectively with faculty, staff, and leadership.

Compensation

$21.00–$24.00 per hour

Compensation is based on education, experience, and qualifications.

Conditions of Employment

• A job-related assessment, including Microsoft Excel proficiency, may be required during the interview process.
• Employment verification will be conducted to validate work experience in accordance with accreditation standards.
• Offers of employment are contingent upon the successful completion of a background check.
• This position requires regular on-site attendance at the Irvine campus.
• Standard work schedule is Monday through Friday, 9:00 a.m. – 5:30 p.m.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• Standard office environment supporting academic operations.
• Frequent interaction with faculty, staff, students, and university leadership.
• Fast-paced environment with frequent interruptions, changing priorities, and time-sensitive deadlines.
• Requires flexibility, adaptability, and a collaborative approach to supporting multiple departments simultaneously.

Physical Demands

• Regularly sits for extended periods while working at a computer workstation.
• Frequently uses computers, telephones, and standard office equipment.
• Ability to effectively communicate in person, by telephone, and electronically.
• Ability to read detailed reports and work extensively with electronic data.
• Ability to lift, carry, and/or move objects weighing up to 25 pounds as needed.

Employee Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401(k))
• Paid Time Off (Vacation, Sick Leave & Public Holidays)
• Life Insurance (Basic, Voluntary & AD&D)
• Family Leave (Maternity & Paternity)
• Exciting University Events
• Work-Life Balance Initiatives
• Seasonal Health & Wellness Challenges
• On-Site Wellness Program and Staff Chiropractor

Institutional Values

Diversity and Inclusion

Stanbridge University's motto, "Strength through Diversity," reflects our deep commitment to honoring the diverse backgrounds of our students, faculty, staff, and surrounding communities. We strive to cultivate an inclusive learning environment and uphold equitable practices in every aspect of university life.

Innovation and Technology

We embrace innovative technology to enhance student learning through immersive educational experiences, including simulation laboratories and virtual reality, ensuring graduates are prepared for the evolving healthcare landscape.

Community Engagement

Through initiatives such as Stanbridge outREACH , our students and employees are empowered to serve local and global communities while fostering compassion, civic responsibility, and social awareness.

Equal Opportunity Employer

Stanbridge University is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other protected characteristic under applicable law. All qualified applicants are encouraged to apply.