Program Assistant

Job Description

The Program Assistant provides administrative and operational support to the College of Nursing and Allied Health, ensuring the efficient daily operation of the office. This position serves as a primary point of contact for students, faculty, staff, and visitors while assisting with departmental communications, student records, admissions, scheduling, personnel processes, and accreditation requirements. The Program Assistant is responsible for maintaining accurate records, coordinating administrative activities, and providing professional customer service while ensuring confidentiality and compliance with University policies and procedures.

Job Responsibilities

• Manage daily administrative office operations and serve as the primary receptionist for the College of Nursing and Allied Health Dean's Office.
• Provide administrative support, including answering telephone calls, preparing correspondence and reports, scheduling meetings, developing agendas, and recording meeting minutes.
• Maintain accurate departmental records, databases, and files in accordance with University policies and accreditation standards.
• Coordinate departmental communications and distribute announcements, directives, policies, and procedures on behalf of departmental leadership.
• Respond to inquiries and concerns from students, faculty, staff, and visitors while maintaining confidentiality and professionalism.
• Manage office inventory, process purchase requests, maintain equipment and supplies, and coordinate maintenance or repair requests.
• Prepare and maintain administrative reports and documentation required for program accreditation and regulatory compliance.
• Assist with course scheduling, review class schedules for accuracy, communicate revisions to the Registrar's Office, and process course registration overrides.
• Support recruitment and personnel processes by preparing vacancy announcements, collecting application materials, submitting required documentation to Human Resources, and processing Electronic Personnel Action Forms (EPAFs).
• Maintain records of clinical preceptor contracts, internship agreements, affiliation agreements, and memoranda of understanding.
• Coordinate student admissions processes, including maintaining application records, transcripts, credentials, and supporting documentation.
• Assist with graduation application processing and ensure compliance with University and departmental requirements.
• Plan and coordinate departmental meetings, programs, and special events, including scheduling facilities, arranging equipment, preparing materials, and coordinating catering services.
• Train and supervise graduate assistants, student workers, and service learners as assigned.
• Monitor administrative requests and ensure documents are completed, submitted, and routed for approval in a timely manner.
• Perform other duties as assigned.

Minimum Qualifications

• Experience working in a professional office environment providing administrative support, customer service, or office management services.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong organizational, time management, customer service, and written and verbal communication skills.
• Ability to manage multiple priorities, maintain accurate records, exercise sound judgment, and handle confidential information professionally.
• Ability to learn new systems, follow established procedures, and work effectively with students, faculty, staff, and visitors.

Preferred Qualifications

• Associate's degree or higher from an accredited institution.
• At least three (3) years of experience in customer service, administrative support, office management, or an equivalent combination of experience and training.
• Experience using Self-Service Banner.
• Previous administrative experience in a higher education or academic environment.

How to Apply

Interested applicants must complete a Southern University employment Application.

• External applicants can apply here.
• Current Southern University employees should apply here.

Applications Should Include

• A cover letter detailing experience and alignment with the role.
• A curriculum vitae (CV) or resume highlighting expertise and accomplishments.
• Three (3) professional references.

Point of Contact

Dr. Sandra Brown | Vice Chancellor of Health Initiatives / Dean
College of Nursing and Allied Health
Sandra.Brown@sus.edu

A criminal background check and reference verification are required.