Program Assistant, Nursing

PROGRAM ASSISTANT, NURSING

FIRST REVIEW DATE OCTOBER 25, 2024 - OPEN UNTIL FILLED

$21.25 TO $26.92 AN HOUR

12 MONTHS / 28 HOURS A WEEK POSITION

Under the direction of an administrator or manager, performs a wide variety of specialized program support services to assist students and faculty within the nursing program; performs a wide variety of duties and responsibilities specific to pre-licensure nursing education and compliance with healthcare agencies, state nursing boards, and operational student-focused requirements of the nursing program.The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

* Performs a wide variety of administrative responsibilities in support of nursing program operations.
* Coordinates, creates, assembles, updates, and maintains files and records related to the program and enrolled students.
* Performs a variety of administrative activities, including but not limited to duplicates materials, composes and prepares office correspondence, materials, reports, forms, brochures, presentations, handbooks, manuals, program reference materials and handouts, and consumer information; receives, answers, and directs phone calls and program-related emails to the appropriate department, program, or personnel; takes and distributes incoming messages and mail; schedules and coordinates department or program meeting arrangements. *
* Serves as the first point of contact on behalf of the program through various communication modalities, including but not limited to phone, email, and walk-ins; greets and receives visitors, the public, and potential program applicants; maintains program inventory and supplies, including warranty contact and maintenance scheduling on all simulation equipment. *
* Collects, compiles, and processes data for all state-required annual reports, including but not limited to Test of Essential Academic Skills (TEAS) Validation, Board of Registered Nursing (BRN), Annual School Survey, Board of Vocational Nursing and Psychiatric Technicians (BVNPT) Annual Report, SB -1348, and California Department of Public Health (CDPH). *
* Sets up and maintains a database of confidential student and program files for all nursing programs; enforces confidentiality and protection of confidential files. *
* Answers a variety of questions related to both college enrollment and nursing program processes. *
* Ensures program and student documentation is collected and sent to each clinical facility representative as required by their clinical contract. *
* Recruits and assesses students to determine needs for academic and program support; makes recommendations and referrals to services and resources on and off campus; monitors and tracks student progress. *
* Assists in compiling and preparing data for the year-end reports for all nursing programs, college and nursing boards as needed. *
* Supports nursing program faculty, students, and staff as needed, including management of information to distribute to students and clinical instructors. *
* Operates various office machines and equipment, including but not limited to computers, printers, fax, and Scantron machines; provides work direction and training to student workers, student assistants, and/or short-term, temporary staff. *
* Schedules and coordinates application processes and procedures, including coordinating and setting application dates, assessment testing, receipt of new applications, orientations, and notifying students of application status. *
* Coordinates with Student Access Services (SAS) (formerly Disabled Student Programs & Services) office for student requiring accommodations; interprets, applies, and explains program and college services, policies, and procedures to students, staff, other schools, and community organizations and/or agencies. *
* Assists with budget planning, purchasing, requests for proposals from vendors and/or contractors, tracking and monitoring assigned budgets. *
* Updates and prints student, faculty, and clinical instructor handbooks, classroom, and program materials. *
* Prepares meeting materials for Nursing Program Advisory Council and serves as recording secretary; takes, transcribes, and distributes meeting minutes, as needed. *
* Assists in determining student eligibility for all nursing programs. *
* Communicates with outside agencies and organizations; maintains current contract(s) between biohazard waste disposal company and other contracted services with the District and/or nursing program. *
* Processes applications; verifies application materials for accuracy, completeness, and compliance; assists students with registration, course scheduling, education plan updates, scholarships, graduation petitions, transcript evaluation, and other academic or enrollment processes. *
* Verifies all paperwork to ensure compliance with the nursing program clinical partners, including required background checks, immunization records, and other hospital requirements. *
* Assists in the preparation of program plans and reviews; monitors progress and developing intervention strategies to enhance student retention and academic success. *
* Works with clinical sites to ensure program compliance; maintains currency of all contracts with clinical facilities. *
* Attends and participates in staff meetings; may assist with the coordination and scheduling of meetings, agenda preparation, and taking and/or transcribing meeting minutes. *
* Designs and distributes program invitations, brochures, advertisements, posters, newsletters, and graduation programs; ensures maintenance of District brand standards; may collaborate with marketing to draft and publish external program materials. *
* Coordinates and attends local high school and college job fairs to promote programs; assists college with outreach activities, as requested. *
* Organizes and plans student orientation and pinning ceremonies. * 
* Communicates with internal and external Advisory Council members, via phone, mail, and email as needed. *
* Enters special requests into the applicable college database and follows up with submitted requests; enters and submits incident reports. *
* Serves as a point of contact to check out nursing program equipment including but not limited to laptops and locker requests. *
* Performs related duties that support the overall objective of the position.

EDUCATION AND EXPERIENCE:

* Associate degree with coursework in healthcare or related discipline; AND
* Two (2) years of experience providing administrative support to a vocational program,

 OR
* Any combination of education and experience which would provide the required qualifications for the position. 

DESIRABLE QUALIFICATIONS: 

* Three (3) years of increasingly responsible experience supporting a specialized vocational program or department.
* Experience in a nursing or medical office environment.

LICENSES AND OTHER REQUIREMENTS

* May be required to possess or demonstration an ability to obtain a valid driver's license, if driving is required as an essential responsibility of the position.
* May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.

Knowledge of: 

* District and college policies, procedures, rules, and regulations related to the area of assignment.
* Administrative support and services provided to programs for developing, retaining, and engaging students.
* California Education Code related to the area of assignment.
* Organizational operations, policies, and objectives.
* General functions, policies, rules, and regulations of a community college.
* Applicable codes, regulations, policies, procedures, and laws.
* Family Educational Rights and Privacy Act (FERPA).
* Record-keeping, record and file retrieval, filing, file sharing, and filing systems methods and techniques.
* Effective communication skills, both verbal and written.
* Modern office practices, procedures, and equipment.
* Computer software programs and applications, computer hardware, and peripheral equipment.
* Correct English usage, grammar, spelling, punctuation, and vocabulary. 
* Interpersonal skills using tact, patience, and courtesy. 
* Operation of computers, software programs and applications, and hardware peripherals.
* Mathematic calculations.
* Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

* Independently perform the essential responsibilities of the position.
* Learn, interpret, explain, and apply knowledge of college and department organization, operations, programs, functions, and special terminology used in the area of assignment.
* Prepare spreadsheets, records, files, graphs, charts, standard correspondence, and communications related to the area of assignment.
* Maintain confidentiality of private, medical, and personal program and student information.
* Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.
* Coordinate flow of communications and information as needed.
* Generate and prepare comprehensive reports related to the area of assignment. 
* Compose effective correspondence.
* Type or input data at an acceptable rate of speed.
* Answer telephones and greet the public courteously.
* Maintain a variety of records, logs, and files.
* Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.
* Work independently with little direction.
* Communicate effectively both verbally and in writing.
* Determine appropriate action within clearly defined guidelines. 
* Add, subtract, multiply, and divide with speed and accuracy.
* Establish and maintain cooperative and effective working relationships with others during the course of work.
* Demonstrate a sensitivity and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, and of staff and students with physical and learning disabilities.? 

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class. 

Physical Demands

While performing the duties of this classification, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; reach with hands and arms; bend at the waist, kneel, or crouch to file materials. Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors, and the ability to adjust focus.

Employees are frequently required to walk and stand and occasionally lift up to 25 pounds.

Mental Demands

While performing the duties of this classification, incumbents are regularly required to use written and oral communication skills; read and interpret data, information, and documents; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work under changing intensive deadlines on multiple, concurrent tasks; and interact with District administration, management, staff, students, vendors, the public, elected officials, and others encountered in the course of work, some of whom may be dissatisfied or disruptive.

Work Environment

The work environments described herein are representative of those an employee encounters while performing the essential functions of this classification. Incumbents in this classification may encounter frequent interruptions by college personnel, students, and the public. Employees work under typical office conditions with constant interruptions; noise levels may vary depending on activities of the office, division, or department. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Americans with Disabilities Act (ADA) requires us to identify the essential (*) duties/functions of the position. We have indicated those duties with an (*) on the job description.

Diversity Statement

Adopted May 2023

College of the Siskiyous (Siskiyous) acknowledges and condemns the history of colonization of the Indigenous Tribes who originally inhabited the land on which our institution stands. We acknowledge their continued existence and wisdom regarding this place and area.

It is our mission and vision to foster a community that is inclusive, responsive and supportive of all of its members equitably. It is important for our students and staff to understand the history of our area, acknowledge the past, collaborate with our communities, and facilitate course work which empowers our students with the tools to lead with respect.

All members of the College community are responsible for creating, maintaining, and developing a learning environment in which differences are embraced, sharing is encouraged, equity is sought, and inclusiveness is practiced. We will continually assess our progress to ensure that diversity initiatives disrupt and eliminate harmful policies within our college community. Siskiyous welcomes and embraces students and employees from all backgrounds including, but not limited to: ability or disability, age, ancestry, body type or size, citizenship or immigration status, economic status, educational status, employment status, ethnicity, food or housing insecurity, gender, gender identity, gender expression, incarceration experience, language, marital or partner status, military or veteran status, national origin, neuro-diversity, physical or mental health status, political affiliation, race or racial identity, religion, reproductive status, sex, and/or sexual orientation.

The College strives to ensure that its diversity initiatives are anti-racist and inclusive. Our ultimate goal is to eliminate oppressive policies within our College community.