The LVN Clinical Programs Administrative Assistant provides comprehensive administrative support to Stanbridge University’s Licensed Vocational Nursing program. This position supports the administrative coordination of clinical education, student compliance, clinical placements, skills laboratory and simulation activities, and other program operations.
The LVN Clinical Programs Administrative Assistant maintains accurate student and program documentation, tracks clinical compliance requirements, supports regulatory and accreditation-related recordkeeping, and provides responsive service to students, faculty, clinical partners, and university departments.
The successful candidate is highly organized, demonstrates exceptional attention to detail, communicates professionally through written, verbal, telephone, virtual, and in-person interactions, and serves as a positive ambassador for Stanbridge University. This position requires the ability to manage multiple priorities while maintaining confidentiality, accuracy, and operational excellence.
Essential Duties & Responsibilities
• Provide comprehensive administrative support to the Licensed Vocational Nursing program and its clinical education operations.
• Exercise exceptional attention to detail while maintaining accurate records, ensuring data integrity, and supporting compliance with institutional, accreditation, regulatory, and clinical-partner requirements.
• Prepare professional correspondence, reports, spreadsheets, presentations, meeting materials, student communications, and other program documentation.
• Coordinate calendars, meetings, orientations, clinical preparation activities, special events, and departmental communications.
• Maintain confidential student records and electronic filing systems with exceptional accuracy and in accordance with applicable privacy requirements.
• Review, organize, and track required student documentation, including health records, immunizations, certifications, background checks, drug screenings, physical examinations, and other clinical compliance requirements.
• Monitor student compliance deadlines and communicate outstanding or expiring requirements to students in a timely and professional manner.
• Assist with the administrative coordination of clinical rotations, clinical placements, skills laboratory activities, simulation experiences, orientations, and other nursing education activities.
• Maintain clinical schedules, student rosters, placement information, attendance documentation, and related records.
• Prepare clinical onboarding packets, orientation materials, placement documentation, student lists, and other administrative resources.
• Assist with coordinating student and faculty access to clinical partner systems, documentation platforms, and onboarding processes.
• Maintain affiliation agreements, clinical partner records, and supporting documentation.
• Coordinate professional communication with students, faculty, clinical healthcare organizations, vendors, community partners, and university departments.
• Support the collection, organization, and maintenance of faculty and clinical instructor documentation as assigned.
• Assist with maintaining records supporting Board of Vocational Nursing and Psychiatric Technicians requirements, accreditation standards, clinical-partner expectations, and university policies.
• Organize documentation for regulatory reviews, accreditation activities, audits, program evaluations, and internal compliance reviews.
• Track outstanding documentation and follow up with students, faculty, or other stakeholders to support timely completion.
• Prepare reports and maintain accurate databases using Microsoft 365 and university systems.
• Support department purchasing, supply requests, invoice processing, inventory tracking, and other administrative transactions as assigned.
• Utilize Microsoft 365, university systems, and emerging technologies—including AI-assisted productivity tools—to improve productivity, organization, communication, workflow efficiency, and administrative effectiveness while maintaining institutional standards and confidentiality.
• Represent Stanbridge University with professionalism, exceptional customer service, and effective written, verbal, telephone, virtual, and in-person communication.
• Build collaborative working relationships with students, faculty, clinical partners, vendors, and colleagues through responsive and professional service.
• Perform other duties as assigned.
Qualifications
Required
• Associate degree or an equivalent combination of education and experience.
• Minimum of two years of progressively responsible administrative experience.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Excellent written, verbal, telephone, and interpersonal communication skills.
• Professional customer service skills and the ability to represent the University positively and professionally.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to quickly learn new software applications, databases, document-management systems, and AI-assisted productivity tools.
• Ability to maintain accurate and confidential student, faculty, clinical, and program records.
• Ability to understand and consistently follow established policies, procedures, deadlines, and documentation requirements.
• Ability to manage multiple priorities while maintaining accuracy, confidentiality, responsiveness, and professionalism.
Preferred
• Administrative experience in nursing education, healthcare, higher education, or another regulated environment.
• Experience supporting a Licensed Vocational Nursing, Registered Nursing, or other healthcare education program.
• Experience supporting clinical education, student compliance, credentialing, clinical placements, records management, or academic operations.
• Experience reviewing and tracking student health, immunization, certific