Administrative Specialist Sr

Administrative Specialist Senior for the Nursing Department. This individual will work closely with the Department Chair, Department Assistant Chair, and Nursing Department faculty, and staff. Provides a variety of administrative and support functions for the Nursing Department, faculty, staff, and students. Responsibilities include, although not limited to: Managing and maintaining vendor agreements, assisting with the development and maintenance of departmental projects, provides academic support, manages multiple scheduling duties including classrooms and labs, budget and purchase tracking including use of FMS (requisitions, purchasing card (P-Card) transactions, 3rd party quotes, invoicing) for department purchases, HCM timekeeper, student information management, and Nursing Department Webpage maintenance.

Essential Functions

40% Administrative Support & Communication

• Provides strong customer service, interacts with and supports students, faculty, community members, vendors, and college staff including but not limited to: acts as first point of contact for the Nursing Department, receives and responds to inquiries and information requests on faculty schedules, contact information, course offerings, and other campus locations and resources, resolving issues or referring requests to appropriate resource.
• Coordinates with the department chair, faculty, and department team members to provide administrative support to the department.
• Uses problem-solving skills daily to keep the department working smoothly.
• Generates data reports from reporting systems as requested.
• Maintains academic records/files.
• Provides front office reception & manages a multi line phone system.
• Participate in the department faculty meetings as required.

20 % Budget & Inventory Management

• Supports the department by using technological skills and business systems such as FMS, HCM, SIS, Google Calendar/Drive/Sheets/Slides/Docs, 25 Live reservation system, and Canvas.
• Supports residential and adjunct faculty by collaborating with faculty and other staff when needed/requested
• Maintains and orders academic supplies necessary for faculty and class management
• Maintains electronic and physical filing systems, ensuring records, and files comply with institutional retention policies.

20 % Instructional & Classroom Logistics

• Works in a fast-paced, public environment while handling multiple tasks that require an attention to detail.
• Manages, maintains, and tracks ALL student and faculty compliance pertaining to health and safety requirements through clinical tracking systems (American Databank/Complio/My Clinical Exchange including account renewal) maintaining communication with all parties.
• Assists students and faculty with enrollment issues and provides courtesy calls/emails to students regarding scheduling changes.
• Assists with the planning and implementation of various department events/programs, meetings, and services including intercampus collaborations.
• Assist with input of faculty load, submitting COMs as required.
• Contacts adjuncts as needed and assists with faculty hiring/on‑boarding.
• Assists in collection and filing of course syllabi in line with District Guidelines.
• Drafts and distributes departmental announcements, updates contact list, and other program‑related information.
• Check classrooms for supplies and current configurations.

15 % Document Creation, Records Management & Research Support

• Designs and formats documents, reports, presentations, newsletters, and promotional materials, as needed.
• Conducts research and gathers data to support programs, accreditation projects, or retention initiatives.
• Assist with management and input of data into the Nursing Student Tracker, current and incoming nursing students, and assists with healthcare compliance as required.
• Prepares routine and non‑routine correspondence.
• Accesses class rosters and program data.
• Prepares and/or edits schedules, maintains a variety of office files, develops and maintains Nursing Department required reports, assists with collecting data on program outcomes, prepares correspondence with other agencies and departments, may assist with educational agreements with outside agencies.

5 % Staff Training & Other Duties

• Provides training, orientation, and ongoing support to new staff and faculty on departmental processes and tools.
• Other duties as assigned - flexible tasks that arise to meet departmental goals and priorities.