Job Description

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)

Northwest Mississippi Community College is a two-year, open access public community college primarily serving 11 counties in northwest Mississippi. Our vision states that “Northwest Mississippi Community College transforms our students’ lives, enriches our communities, and strives for excellence in our educational programs and services.”

Accreditation

Northwest Mississippi Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award the Associate of Arts degree, the Associate of Applied Science degree and certificates in career education. Questions about the accreditation of Northwest Mississippi Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling (404) 679-4500, or by using information available on SACSCOC’s website (www.sacscoc.org).

Equal Employment Opportunity Statement

Northwest Mississippi Community College does not discriminate on the basis of race, color, national origin, sex, disability, religion, sexual orientation, gender identity, age, or status as a veteran or disabled veteran in all its programs and activities. Northwest Mississippi Community College prohibits sexual harassment and all forms of sexual violence, regardless of sex, gender identity or sexual orientation. The following have been designated to handle inquiries regarding non-discrimination policies: Americans with Disabilities Act of 1990/Section 504 of the Rehabilitation Act of 1973: Disability Support Services Coordinator, Tate Hall, P.O. Box 7046, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3309, e-mail address mkelsay@northwestms.edu; Title II of the Age Discrimination Act: Vice President for Finance and Administration, James P. McCormick Administration Building, P.O. Box 7017, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3216, e-mail address jhorton@northwestms.edu; Title IX of the Educational Amendments of 1972/Title VII of the Civil Rights Act of 1964: (For student-related matters) Associate Vice President for Student Services and Enrollment Management, Tate Hall, P.O. Box 7010, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 562-3409, e-mail address trush@northwestms.edu or (for employment-related matters) Director of Human Resources, James P. McCormick Administration Building, P.O. Box 7038, 4975 Highway 51 North, Senatobia, MS 38668, telephone number (662) 560-5216, email estanford@northwestms.edu.

Safety Statement

The safety and security of students, faculty, and staff is very important to Northwest Mississippi Community College. A copy of the Annual Security Report, published annually by the Campus Police Department, details Northwest policies and procedures regarding campus safety. A copy of the report, which contains the annual crime statistics report, is available online in the current Northwest Bulletin (www.northwestms.edu/bulletin) or on the Northwest website (www.northwestms.edu) and in printed form upon request from the Campus Police Office at (662) 562-3314.

Background Check Statement

Northwest Mississippi Community College is committed to providing a safe campus community. NWCC conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.