Administrative Support Coordinator

Description:

The Administrative Support Coordinator (ASC) provides clerical and administrative support for the Nursing programs (BSN, RN-BSN, and graduate programs) primarily at the Palm Desert Campus (PDC). The position supports the College of Natural Sciences faculty at PDC and supports at San Bernardino Campus, as needed.

Responsibilities

Nursing Program Admissions Process:

Coordinate all administrative aspects of the Nursing Department admissions process for the Palm Desert Campus and provide support to the San Bernardino Campus as needed. Responsibilities include but are not limited to collecting and organizing application materials; entering applicant information into Excel and departmental databases; verifying that all admission requirements are met; and applying the established point-based ranking system to evaluate applicants. The ASC prepares applicant ranking lists for the admissions committee and drafts and distributes admission decision letters in accordance with established departmental procedures. This role also supports the Doctor of Nursing Practice (DNP) Program scheduled to begin in Fall 2026.

Palm Desert Campus (PDC) Compliance Process

Collects and organizes all compliance documents and application packets by reviewing submissions for completeness in accordance with established guidelines. Identifies any expired or missing documents and communicates to appropriate personnel. Enters data from the compliance packet into databases to maintain accurate records and to track student’s compliance status.

Student Support

Provides a full range of administrative support and serves as a point of contact to answer inquiries for the BSN, RN-BSN and graduate programs. Schedules and coordinates events at the Palm Desert Campus. Removes registration holds, submits permits, and registers students when needed. Collects and files student, faculty and various accreditation documents for the BSN, RN-BSN and graduate programs as directed. Effectively handle a broad range of contacts including those at a higher level and those sensitive in nature.

Nursing Department Support

Day-to-day work is performed independently, including coordinating, prioritizing, and monitoring outcomes. Handles multiple work unit priorities and projects in support of the Nursing Institute Program and Coordinator. Communicates with staff to help with department information tables at events on and off campus, open houses, and information sessions. Responsibilities include making copies; maintaining the copier; reserving rooms for meetings and final evaluations; submitting printing requests; ordering textbooks; collecting and filing class syllabi; posting faculty office hours; assisting with faculty clearances; distributing pay warrants; maintaining department incident reports; assisting alumni with requests as needed and maintaining related outcomes; answering telephones; preparing and submitting direct expenditure forms; and performing other clerical duties as assigned.

College of Natural Sciences

In collaboration with campus stakeholders, supports faculty/adjunct instructors teaching at the Palm Desert Campus, including ordering and distributing supplies/materials, coordinating the distribution of pay warrants, and assisting students as needed.

Database/Student List Serve/Preceptor List Support

In collaboration with faculty and staff, applies thorough knowledge of office systems to support, maintain, and update program databases. Records are related to program, faculty, and student outcomes, including employment rates, NCLEX statistics, and student progression, retention, and completion. Maintains the department’s listserv and updates preceptor profiles to ensure accurate contact and affiliation records.

Other classification related duties as assigned

Minimum Qualifications

High School diploma or its equivalent
Five years of progressively responsible experience in general office clerical or secretarial work or the equivalent

Required Qualifications

Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise in using office software packages, technology, and systems.
Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present own reports.
Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

Knowledge of PeopleSoft or similar enterprise-wide application is desirable.
Experience in higher education and administrative support preferred.