Job Title: Administrative Assistant, Nursing Programs
Location: Hybrid • East Longmeadow, MA 01028
Salary Range: $21.00 - $23.66 Hourly
Position Type: Full Time

Description

The Administrative Assistant for the Nursing Education Unit provides comprehensive administrative and operational support to the Chief Nurse Administrator, Track Coordinators, and nursing faculty across all nursing programs. This role is essential to ensuring the unit’s compliance with the Massachusetts Board of Registration in Nursing (MABORN), American Association of Colleges of Nursing (AACN), Accreditation Commission for Education in Nursing (ACEN), Commission on Collegiate Nursing Education (CCNE), and other applicable professional and accreditation standards.

The Administrative Assistant supports the mission, goals, and expected outcomes of the Nursing Education Unit and Bay Path University by delivering high-quality, student-centered service in alignment with University policies, practices, and timelines. This position serves as a key point of contact for students, faculty, staff, and external partners and contributes to a welcoming and professional environment.

ESSENTIAL JOB FUNCTIONS:

• Serve as the first point of contact for the Nursing Education Unit, providing front-line customer service to students, prospective students, faculty, staff, and visitors; respond to inquiries and provide tours as requested.
• Assist with nursing program admissions processes as outlined by the Chief Nurse Administrator, including responding to applicant inquiries and processing required documentation.
• Provide administrative support related to purchasing, accounts payable, department personnel, facilities, technology, and specialized program needs, as directed.
• Prepare, type, edit, and format correspondence, reports, promotional materials, newsletters, manuals, forms, and other department materials; incorporate appropriate design and graphic elements as needed.
• Create and maintain basic web content and assist with updates in collaboration with the University webmaster, ensuring accuracy and alignment with University standards.
• Order textbooks, instructional resources, and supplies for faculty and Track Coordinators as approved by the Chief Nurse Administrator; stock and maintain the nursing laboratory.
• Coordinate mailings and distribute materials for the Nursing Education Unit.
• Plan and schedule meetings, events, and appointments for the unit; maintain and update departmental calendars daily.
• Perform filing and maintain organized electronic and physical records in accordance with University guidelines.
• Use word processing and spreadsheet tools to support reports and presentations, including basic data compilation and statistical calculations as directed.
• Assist faculty in securing course materials and resources from vendors (e.g., textbooks and instructional supplies).
• Research, gather, compile, and maintain information and data to support departmental needs, web content, and library resources, as approved by the Chief Nurse Administrator.
• Support the upkeep of offices and the nursing laboratory, including light environmental or housekeeping assistance as needed to maintain a professional learning environment.
• Perform duties that support nursing programs and departmental operations in alignment with University policies and procedures.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

OTHER RESPONSIBILITIES:

• If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.

SUPERVISORY RESPONSIBILITIES:

None

HYBRID/REMOTE EMPLOYEES:

As with all positions that involve working hybrid/remotely, the University has certain requirements of the employee. It is expected that you will be operating from your primary residence. The University is not responsible for supplying or reimbursing you for the purchase or maintenance of any equipment or supplies needed to complete your work. You will be responsible for all ongoing operating costs including but not limited to telephone service fees, Internet fees, utility costs, homeowner’s or renter’s insurance and furniture or equipment purchase or rental fees. You will be responsible for maintaining and repairing employee owned telecommuting equipment at personal expense and on personal time. The University will supply any necessary software licenses related to this position. Your technology equipment must support Google Applications and allow you to access email and other documents related to your duties and responsibilities as assigned by Bay Path University without interruption.

As an employee working remotely, you are responsible for setting aside a space in your home for work and ensuring that it is ergonomically sound, clean, safe, and free of obstructions and hazardous materials. You must ensure that your home complies with all building codes, and health and safety requirements, and that it is free of hazardous materials.

The University reserves the right to change your remote status upon a minimum of a 30-day written notice.

OTHER RESPONSIBILITIES HYBRID/ REMOTE EMPLOYEES:

• The employee is responsible for maintaining and repairing employee owned telecommuting equipment at personal expense and on personal time.
• The employee is responsible for utility costs associated with the use of the computer or occupation of the home.
• Employees who work remotely/telecommuting are responsible for setting aside a space in their home for work and ensuring that it is ergonomically sound, clean, safe, and free of obstructions and hazardous materials. They must ensure that their homes comply with all building codes, and health and safety requirements, and that they are free of hazardous materials. The University may verify that the home office meets these requirements. The employee is required to notify the Human Resources Office of a change of residence in advance of the change.
• If an employee who is working remotely/telecommuter incurs a work-related injury while telecommuting, worker’s compensation law and rules apply. Employees must notify their supervisors and Human Resources immediately and complete all required documents regarding the injury.

Qualifications

• A Bachelor's degree is required
• Minimum of 3–4 years of experience in an office or administrative support role, preferably in higher education, healthcare, or a nursing/academic unit.
• Demonstrated experience with general office procedures, practices, and standard office equipment.
• Excellent written and verbal communication skills.
• Strong organizational skills; detail-oriented with the ability to manage multiple priorities and meet deadlines.
• Demonstrated proficiency with word processing, spreadsheet, and database software (e.g., Microsoft Word, Excel, PowerPoint, Google Workspace, and related tools).
• Experience supporting purchasing, budgets, vendors, and accounts payable processes preferred.
• Experience working with faculty, students, and/or adjunct faculty helpful.
• Working knowledge of recordkeeping and documentation to support accreditation or regulatory requirements (e.g., MABORN, ACEN, CCNE) preferred.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.