Job Description

The Administrative Assistant II serves as a key member of the School of Nursing Operations team by providing professional administrative, operational, and customer service support to the Office of the Dean and Director of Operations. This position serves as the first point of contact for the School of Nursing main office and is responsible for coordinating daily office functions, maintaining confidential records and documentation, supporting compliance and accreditation activities, assisting with faculty and staff administrative processes, and managing multiple priorities in a fast-paced academic environment

Administrative Operations and Executive Support

• Provides frontline administrative and operational support to the Office of the Dean and Director of Operations within the School of Nursing and Health Sciences.
• Greets incoming visitors, faculty, students, vendors, and guests while providing professional customer service and directing individuals to the appropriate University personnel or department.
• Answers and manages main office phone lines, responds to general inquiries, and places calls on behalf of administration and nursing programs as directed.
• Receives, reviews, sorts, and distributes incoming mail and correspondence to the appropriate departments and personnel.
• Completes routine administrative functions including front desk management, maintaining organized office operations, restocking office supplies, and ensuring documentation is current and accessible.
• Edits, proofreads, drafts, and distributes communications, memorandums, reports, announcements, and administrative correspondence on behalf of the Dean and Director of Operations.
• Maintains oversight of accurate office files, administrative records, faculty and staff documentation, and confidential departmental information.
• Assists with maintaining and updating Nursing Operations procedures manuals, forms, and departmental reference materials.
• Coordinates administrative logistics for meetings, dean-hosted events, interviews, orientations, and departmental events, including scheduling, communication, room coordination, and preparation of supporting materials.
• Assists with coordinating candidate interviews and onboarding logistics by communicating with applicants, scheduling meetings, preparing interview documentation, and supporting hiring-related administrative processes.

Faculty,Staff,andCompliance Coordination

• SupportstheSchoolofNursing’scomplianceandoperationalinitiativesbydistributinginstitutionalpolicies, compliance memorandums,proceduralupdates,andrequireddocumentationtofacultyand staff.
• Assistswithtrackingfacultyandstaffrecords,certifications,acknowledgements,andrequireddepartmentaldocumentationon behalf of the Dean and Director of Operations.
• Maintains organized and accurate electronic and physical records related to accreditation, compliance, faculty credentials, and departmental operations
• Assistsleadershipwithmonitoringcompletionofrequireddocumentationandfollowsupwithfacultyandstaffregarding outstanding items and deadlines.
• Supportsaccreditationandregulatorypreparationactivitiesbyorganizing,maintaining,andupdating accreditation-related documentation and supporting materials under the guidance of the Dean and administrative leadership.
• AssiststheDirectorofOperationswithtracking,monitoring,andcoordinatingaffiliationagreementsandrenewalprocessesfor clinical and community partners within the School of Nursing.
• Maintainsorganizedrecordsofactiveagreements,renewaltimelines,supportingdocumentation,andcorrespondencetohelpensure continued compliance and uninterrupted clinical operations.
• Communicateswithinternaldepartmentsandexternalpartnersregardingaffiliationagreementstatus,requireddocumentation, and renewal follow-up activities as directed.

CommunicationsandMedia Management

• Assistswithpreparinganddistributingdepartmentalcommunicationsthroughemaildistributionlists,newsletters,announcements, and other communication platforms.
• Coordinatesupdatesformediacenters,digitaldisplays,andprogram-relatedinformationalmaterialstoensureaccurateandcurrent information is communicated to faculty, staff, students, and visitors.
• Maintainsdepartmentalcontactinformation,program-relatedresources,calendars,andadministrativeinformationtosupport effective communication and operational efficiency.

Classroom,Space,andFacilities Coordination

• ServesastheprimarycontactforgeneralWestWiegandclassroomrequestsandschedulingcoordinationforroomsW-132andW- 254.
• Maintainsclassroomschedulesandprovidesroomutilizationinformationtonursingprogramsandadministrationonaquarterly basis.
• Managesclassroomandmeetingspacerequestsfromnursingfaculty,staff,andadministrationwhileensuringschedulingaccuracy and operational readiness.
• Assistswithmonitoringclassroom,office,andsharedspaceconditionstosupportaprofessionalandfunctionaleducational environment.
• Submitsandtracksfacilitiesmaintenancerequestsandassistswithcoordinatingcustodialandmaintenanceneedsforclassrooms and office spaces.
• Monitorsandmanagesclassroomandofficeinventoryincludingsupplies,equipment,andoperationalresourcesnecessaryfordaily departmental functions.

OfficeManagementandInventory Coordination

• AssistswithoverallofficemanagementactivitiestosupportefficientdailyoperationswithintheSchoolofNursingadministrative offices.
• Maintainsinventorylevelsofoffice,classroom,andoperationalsupplieswhilecoordinatingrestockingandpurchasingrequestsas needed.
• Organizesandmaintainsstorageareas,officematerials,anddepartmentalresourcestoensureaccessibility,accountability, and operational efficiency.
• Trackssupplyusageandassistsleadershipwithidentifyingoperationalneedsandmaintainingappropriateinventorylevelsto support faculty, staff, and student services.

This is an in-person position.

Qualifications/Requirements:

High School Diploma required. Bachelor's degree preferred.

1-3 years previous administrative support experience.

Excellent written and verbal communication skills required.

Abilitytotakeminutesandcreatingmemos,letters,adformal emails. Must be able toworkeffectivelywithalllevelsthroughoutthe University.

Ability to maintain work in an organized manner.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.