Administrative Assistant
Posted May 19, 2025
Administrative Assistant
Master of Science in Nursing (MSN), Master of Science in Occupational Therapy (MSOT)
Bert Bradford School of Health Sciences, University of Charleston
Position Summary:
The Administrative Assistant to the Master of Science in Nursing (MSN) and Master of Science in Occupational Therapy (MSOT) Program Directors plays a pivotal role in the School of Health Sciences, providing essential administrative support to ensure the efficient operation of the MSN and MSOT programs. This position is designed to support the unique administrative needs of both programs, facilitating their success through effective organization, communication, and problem-solving. The ideal candidate is a proactive, technology-savvy professional with excellent interpersonal skills, capable of managing multiple tasks in a fast-paced academic healthcare environment. The role involves close collaboration with program directors, faculty, students, and external stakeholders to support the academic and operational goals of the programs.
The Administrative Assistant to the MSN and MSOT Program Directors is integral to the success of the School of Health Sciences. By providing reliable, high-quality administrative support, the assistant enables program directors to focus on strategic leadership and academic excellence. The role also enhances the student experience by offering responsive support services and contributes to the institution’s reputation by ensuring compliance and operational efficiency. This position is ideal for individuals who thrive in dynamic environments, enjoy working with diverse groups, and are passionate about supporting academic and healthcare education.
This is a full-time, on-campus position with standard business hours (typically 8:00 AM to 4:30 PM). Occasional evening or weekend work may be required to support program events or special projects. The role involves working in a professional office environment, interacting with a diverse group of individuals, and handling sensitive information with discretion. The position may require prolonged periods of sitting, computer use, and occasional light lifting (e.g., office supplies or event materials).
Essential Responsibilities:
- Administrative Support
- Provide comprehensive administrative assistance to the MSN and MSOT Program Directors, including managing schedules, coordinating meetings, and handling correspondence to ensure efficient program operations.
- Program Administration
- Assist with critical program tasks such as student recruitment, accreditation processes, and curriculum support, ensuring alignment with institutional and regulatory standards.
- Record Management
- Maintain accurate and confidential records related to students, faculty, and program operations, adhering to regulations such as the Family Educational Rights and Privacy Act (FERPA)
- Communication Hub
- Serve as the primary point of contact for program inquiries, providing timely and professional responses and directing questions to appropriate personnel.
- Event Coordination
- Organize and manage program-related events, including orientations, workshops, faculty meetings, and other academic activities, ensuring seamless execution.
- Financial Oversight
- Support budget management by tracking expenses, preparing financial reports, and assisting with grant or funding-related administrative tasks.
- Faculty Support
- Assist faculty with scheduling, teaching assignments, and other administrative needs to support their academic responsibilities.
- Student Services
- Provide support to students, including assistance with registration, advising, and other program-related matters, enhancing their academic experience.
- Compliance
- Ensure adherence to institutional policies and relevant regulations, including those related to student privacy and program accreditation, to maintain program integrity.
- Scheduling & Coordination
- Managing calendars, meetings, and events. Ensures program directors’ time is optimized
- Record Keeping
- Maintaining accurate, confidential records. Supports compliance and program documentation
- Technology Proficiency
- Using Microsoft Office, LMS. Enhances efficiency in academic administration
- Communication
- Interacting with faculty, students, and stakeholders. Facilitates effective program operations
- Event Planning
- Organizing orientations, accreditation events, and workshops. Supports program engagement and outreach
- Compliance
- Adhering to FERPA and accreditation standards.
- Additional Duties
- Perform other tasks assigned to support the overall mission and goals of the School of Health Sciences.
Qualifications:
- Bachelor’s degree or Associate degree in business, healthcare administration, or a related field is preferred.
- Minimum of 2-3 years of administrative experience, with preference for experience in academic or healthcare settings.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with learning management systems (e.g., Moodle) or student information systems.
- Strong ability to multitask, prioritize, and maintain attention to detail in a dynamic environment.
- Excellent verbal and written communication skills, with the ability to interact professionally with diverse stakeholders, including faculty, students, and external partners.
- Ability to handle sensitive information discreetly and maintain confidentiality in accordance with institutional and legal standards.
- Strong customer service orientation, with a commitment to providing high-quality support to all program stakeholders.
- Familiarity with academic processes and healthcare terminology is advantageous but not required.
- Ability to work independently and collaboratively in a fast-paced, team-oriented environment.
Applications will be accepted until the position is filled.
Interested applicants should submit cover letter, current resume, names of three professional references, and salary requirements to:
Dr. Betty Beimel bettybeimel@ucwv.edu and Dr. Nicole Scheiman nicolescheiman@ucwv.edu
The University of Charleston is an Equal Opportunity Employer