Administrative Assistant (Practical Nursing)

The Administrative Assistant for the Practical Nursing (PN) program provides essential clerical, data management, and operational support to the Practical Nursing Program Director, nursing faculty, and students. This position supports the PN program exclusively to ensure seamless administrative operations and maintain strict compliance with accreditation standards set forth by the Mississippi Board of Nursing (MSBON). The role requires a high degree of confidentiality, organization, and attention to detail.

QUALIFICATIONS

• Associate degree in Office Administration, Business, or a related field preferred. High school diploma or equivalent required.
• Minimum of 2–3 years of administrative or clerical experience, in a higher education or healthcare setting preferred.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Experience with student information systems (e.g., Canvas, Banner) preferred

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and responsibilities include but are not limited to the following areas and detail below:  1) Accreditation & Compliance Support, 2) General Clerical & Faculty Support,  3) Student Services & Data Management and 4) Budgeting & Procurement:

1. Maintain accurately organized, secure, and confidential student files in compliance with FERPA, HIPAA, MSBON, and institutional guidelines.
2. Track and manage student clinical compliance documentation, including immunizations, CPR certifications, background checks, and drug screens, ensuring all records are current prior to clinical placement.
3. Assist the PN Director in compiling data, preparing reports, and organizing documentation required for state accreditation site visits and annual compliance reports.
4. Maintain an organized repository of syllabi, curriculum maps, and clinical facility affiliation agreements.
5. Serve as the primary point of contact for the PN program, managing incoming calls, emails, and physical mail from students, clinical partners, and the public.
6. Provide direct clerical support to the PN Director and faculty, including typing, copying, scanning, and formatting instructional materials, exams, and program handbooks, etc.
7. Coordinate the scheduling of department meetings, advisory committee meetings, etc.
8. Record, transcribe, and securely file official meeting minutes for all PN faculty and advisory board meetings (required as evidence for accreditation).
9. Assist with the coordination of the PN program admission process, including receiving applications, organizing selection rubrics, and generating acceptance or denial correspondence.
10. Assist in the planning and execution of program-specific events, such as new student orientation, pinning ceremonies, and pre-admission standardized testing days.
11. Assist the PN Director with purchase requisitions for office and simulation or lab supplies.
12. Maintain an inventory of office supplies and reorder materials to support faculty needs.
13. Perform all other duties assigned by the Director of Practical Nursing.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. 
• Experience using student information data systems, such as Banner and Canvas. 
• Knowledge of and commitment to maintaining confidentiality in accordance with FERPA, HIPAA, and other applicable regulations. 
• Excellent organizational, planning, and time-management skills. 
• Strong analytical, critical thinking, and problem-solving abilities. 
• High degree of accuracy, attention to detail, and commitment to quality. 
• Effective written, verbal, and interpersonal communication skills. 
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment. 
• Professional customer service skills with the ability to interact effectively with students, faculty, staff, and general public.  
• Ability to work independently with minimal supervision and collaboratively as part of a team. 
• Demonstrated integrity, professionalism, sound judgment, and ethical conduct in all aspects of work. 
• Ability to maintain confidentiality while handling sensitive and protected information. 
• Strong adaptability and willingness to learn new technologies, processes, and procedures.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Standard office environment requires prolonged sitting and extensive computer use.
• Ability to use hands and fingers for typing, data entry, and operation of office equipment 
• Ability to communicate effectively in person, by telephone, and through written communication 
• Ability to occasionally stand, walk, bend, stoop, and reach while performing office or event-related duties 
• Ability to lift and carry materials weighing up to 25 pounds for office supplies, records management 
• Ability to work in a fast-paced environment while managing multiple tasks and deadlines simultaneously 

APPLICATION

To apply, all applicants must attach and submit the following:

• Application for employment at www.northwestms.edu
• Resume
• Three (3) Professional References (Name, Email and Telephone Number)