Nursing Program Operations Coordinator

4 days ago

Washington, Pennsylvania, United States Washington & Jefferson College Full time
Job Summary

Under general supervision of the Chair of Nursing, incumbents independently coordinate the operational tasks involved in the day-to-day administration of the Department of Nursing.

Key Responsibilities
  • Serves as a liaison between students, faculty, and department staff with timely and adequate follow up to assure student satisfaction
  • Receives, screens, and responds to inquiries on the phone or in person
  • Provides general information about the program such as admission requirements, basic academic policies, and general program content
  • Assists with the development and implementation of operational procedures
  • Coordinates administrative processes involved in supporting academic programs which typically include recruitment, selection, admission, registration, orientation, and progression of students
  • Compiles, updates, maintains all records related to assigned administrative processes and ensures that all required forms and documentation are complete
  • Prepares, organizes, and disseminates class or conference schedules, course descriptions, outlines, syllabi, handouts, and other similar materials through close coordination with faculty
  • Demonstrates knowledge of Chapter State Board of Nursing Commonwealth of Pennsylvania Code
  • Demonstrates knowledge of Programmatic Accreditation
  • Plans and coordinates all activities involved in organizing program scheduling, academic partner meetings, and student scheduling, classroom needs, clinical operations, lectures, conferences, seminars, workshops, symposiums, and special campus events such as Discovery Day
  • Participates in efforts to promote and publicize the program such as recruitment fairs and professional conferences
  • Assists in the design, edits, and preparation of drafts of program documents, student handbook, program sheet, marketing and public relations, handouts, general clerical duties, and other similar materials through close coordination with faculty
  • Prepares, organizes, and disseminates program orientation and clinical schedules, verification of clinical hours; collects and enters information needed for clinical database and tracking system on student activities and documentation associated with weekly clinical rotations and clinical practicum
  • Coordinates and attends Program Advisory Board meetings, program committee meetings, faculty meetings and disseminates meeting minutes
  • Assists with program evaluation activities and recommends ways to efficiently utilize space, equipment, and personnel resources
  • Compiles statistics, presents these in table or chart format, and prepares reports for program evaluation, compliance, and institutional and programmatic self-study and accreditation renewal survey participation purposes
  • Schedules, oversees, and assures student and faculty immunization records, certifications (BLS) and background checks are complete, filed in student academic files (HR file for faculty), and submitted to appropriate agencies
  • Facilitates and maintains clinical affiliation agreements for each clinical practice facility
  • Orders skills lab supplies, equipment, and scrubs and additional items if applicable
  • Records details of financial transactions and processes documents such as invoices, vouchers, receipts, procurement, reimbursements, and requisitions; prepares financial statements and reports
  • Maintains hard copy and electronic filing system
  • Communicates with Registrar's Office when student needs unique schedule due to failure/repeat of course or withdrawal
  • Assists with organizing and coordinating the Nursing Program completion ceremony
  • Completes monthly program management reports
Requirements
  • Any combination equivalent to graduating with a minimum of an Associate Degree and two years' Administrative Specialist experience or a variation of post-secondary education and four years of Administrative Specialist, Administrative Assistant, and clerical experiences involving frequent public contact including some work with allied health or nursing programs in a college or similar environment
  • Basic English, spelling, grammar, and mathematical computations
  • Basic skill in the use of MS WORD, PowerPoint, Excel, Outlook, database, to prepare documents and maintain information
  • Well organized, self-motivated, and ability to understand and follow oral and written instructions
  • Ability to plan, organize, and prioritize multiple tasks and assignments
  • Demonstrates professional behavior and etiquette in interactions
  • Ability to communicate effectively in written and oral forms
  • Maintain all levels of confidentiality and can handle confidential and sensitive matters with tact and discretion
  • Knowledge of academic culture, policies, and procedures
  • Ability to establish and maintain effective working relationships
  • Ability to work with diverse individuals and groups
  • Ability to operate computers and other office equipment and experience in using multi-media equipment

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