Administrative Support Coordinator

Job Description

Job Description

Position Title: Administrative Support Coordinator
Department: Nursing 
Reports To:  Department Chair
Employment Type  Part-Time 
FLSA Status  Non-Exempt

 

Position Summary 

Under the supervision of the Chair of the Department of Nursing, the Part-Time Nursing Administrative Support Coordinator provides administrative and operational support for nursing program activities related to student onboarding, clinical compliance tracking, communication, records management, and departmental operations. This position works with students, faculty, and external partners and supports the efficient functioning of the nursing program through coordination of essential administrative processes.

 

Essential Duties & Responsibilities  

Provides administrative support to the Department of Nursing Chair, Director of Clinical Education and administrative Assistant in the areas of recruitment, admissions, onboarding, clinical, progression, and graduation of students in the BSN program. Responsibilities may include, but are not limited to, the following.

Administrative Support

• Provide administrative support to the Department Chair, Administrative Coordinator, and nursing faculty.
• Prepare and distribute correspondence, reports, meeting materials, and communications.
• Maintain student records and departmental files in accordance with university policies.
• Respond to inquiries from students, faculty, staff, and external stakeholders.
• Assist with scheduling meetings, events, and departmental activities.
• Respond to phone calls, visitors, mail, and deliveries coming to the department.
• Coordinate textbook orders and office supply requests.
• Maintain departmental calendars and communication systems.
• Maintain functional knowledge and skills related to computer systems and programs needed to conduct office affairs.
• Perform other duties as assigned by the Department Chair, Administrative Coordinator and faculty.

Student Support and Compliance

• Assist with student onboarding processes and maintain student files.
• Assist with tracking and monitoring student compliance requirements, including health records, CPR certifications, background checks, and other clinical onboarding requirements.
• Assist with graduation-related administrative processes and completion documentation.
• Support orientation and transition activities for incoming nursing cohorts.

 

Clinical and Program Support

• Assist with the collection and organization of clinical placement data.
• Collect and audit required paperwork and communicate with appropriate students and faculty for resolution.
• Support communication with clinical agencies regarding routine scheduling updates.
• Monitor and maintain records related to clinical attendance and required documentation.
• Assist with ordering laboratory supplies and equipment.
• Assist Lab faculty with student compliance.

 

Admissions and Recruitment Support

• Coordinate prospective student visits, information sessions, and interview schedules.
• Prepare admissions-related materials for faculty review.
• Assist with maintaining accurate information on nursing program webpages and recruitment materials.

 

Position Requirements 

• Administrative support experience in higher education, healthcare, or a related field 
• Perform duties in an atmosphere of team-like cooperation.
• Strong organizational, communication, and interpersonal skills.
• Ability to maintain confidentiality of student and departmental information.
• Excellent attention to detail with the ability to establish priorities, manage time, and attain goals.
• Proficiency in Microsoft Office applications and database systems

 

Minimum Qualifications (Education, Skills, Knowledge & Experience)

• Associate's degree with 2+ years of administrative support experience, or equivalent experience
• Proficiency in Microsoft Office applications with a strong aptitude for learning departmental and tracking software
• Ability to strictly maintain confidentiality of student and department records in alignment with privacy standards (e.g., FERPA)
• Strong organizational skills and attention to detail required to process, track, and flag data errors across multi-reporting workflows
• Excellent interpersonal skills to effectively greet visitors, handle routine inquiries, and work cooperatively in a team environment

 

Preferred Qualifications 

• Previous experience in an academic setting 
• Previous experience with educational software programs
• Data management skills
• Public relations skills and/or knowledge
• Knowledge of medical terminology 

Working Conditions & Physical Requirements

Work is primarily performed in an office environment. The position requires the ability to sit, stand, hear, and see continuously, and to walk, write, and type frequently. Occasional lifting of up to 25 pounds may be required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions of this position.

Conditions of Employment 

• Must successfully pass a background check

 

How to Apply

Review of completed applications will begin immediately and continue until the position is filled. For strongest consideration, please submit your application before October 1, 2026 . Interested candidates should submit a resume and cover letter via the “To Apply” link on Baldwin Wallace University’s Employment and Careers webpage. We appreciate all applicants; only those selected for an interview will be contacted.

 

Additional Information

Employment is contingent upon successful completion of a background check, meeting applicable pre-employment requirements, and compliance with University and departmental policies, including completion of required training.

Baldwin Wallace University is an EEO employer and educator. We provide reasonable accommodations to applicants and employees in accordance with applicable federal, state, and local laws. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities and as we engage our community partners.