Administrative Assistant - Wegmans School of Nursing

Position Title

Administrative Assistant – Wegmans School of Nursing

Overview

St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master’s, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master’s and doctoral programs in business, nursing, education, pharmacy, and public health. The University’s residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.


The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, “Teach Me Goodness, Discipline, and Knowledge.” We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acres—a beautiful setting for a warm, friendly campus community.

Job Responsibilities

The Administrative Assistant provides comprehensive support to the leadership and faculty of the Wegmans School of Nursing (WSON), including both undergraduate and graduate programs. This role supports a dynamic academic environment that includes a robust undergraduate, online graduate nursing program and a growing mental health counseling program. The position requires a high level of professionalism, organizational skill, and the ability to manage multiple priorities in a collaborative team setting.

Key Responsibilities:

General Administrative Support

• Serve as a welcoming presence in the Dean’s Suite, ensuring excellent customer service to students, faculty, staff, and visitors.
• Provide administrative support to WSON leadership and faculty, including calendar management, meeting coordination, and document preparation.
• Maintain accurate student records and databases (e.g., Banner, Typhon) for current students and alumni.
• Liaise with key campus offices (e.g., Registrar, Admissions, Facilities, Academic Affairs, Library, Bookstore).
• Monitor and respond to communications via email and social media platforms (Facebook, Instagram, Twitter, LinkedIn).

Program and Event Coordination

• Organize and support school-wide events such as Orientation, Immersion, Advisory Board meetings, and site supervisor trainings.
• Coordinate logistics including mailings, RSVPs, travel arrangements, catering, and room reservations.
• Support marketing efforts including content planning, meeting minutes, and development of promotional materials.

Program Support

• Assist with admissions processes for WSON programs, including file management, interview scheduling, and applicant communication.
• Provide support for semester scheduling, registration, and special room reservations.
• Maintain and update accreditation documentation for CCNE and CACREP.
• Support faculty and program directors with administrative tasks including meeting minutes, calendar management, and document preparation.

Clinical and Internship Coordination

• In coordination with the Clinical Placement/Compliance Coordinator track clinical placements, compliance, site agreements, and practicum hours for nursing and mental health counseling students.
• Coordinate honorarium reimbursements for preceptors and site supervisors.
• Maintain the Mental Health Assessment Library and monitor the MHC training lab.

Education / Experience

• A.A.S. degree in business, office management, or a related field.
• Minimum of 2–5 years of relevant office experience.

Competencies / Skills

• Strong project management and database skills.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in MS Office Suite, Banner, and document imaging tools.

Supervision of Employees

None

Work Environment

Well-lit, professional office setting

Equipment to be Used

Job Type

Full-time

Work Hours

• Full-time, 12-month position (35 hours/week).
• Standard hours: Monday–Friday, 8:00 AM – 4:00 PM (Fall/Spring); adjusted summer hours May–August.

Special Conditions for Eligibility

Minimum Number of References Requested

3

EEO Statement

It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.


The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.


The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone (585-385-8232), email ( [email protected] [email protected]>), in-person in Campus Center 209, or outside of business hours by contacting the Office of Safety and Security (585-385-8111).

Work Location

3690 East Ave., Rochester, NY 14618

FLSA

Non-Exempt

Salary / Hourly Range

$17.40 - $20.50 per hour

Notes

The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University’s competitive Total Rewards package which can be viewed here

Posting Detail Information

Posting Number

S00769P

Desired Start Date

11/17/2025

Open Date

Open Until Filled

Yes

Special Instructions to Applicant