JOB TITLE: Administrative Coordinator
EMPLOYER: Southern California University of Health Sciences
CAMPUS ADDRESS: 16200 Amber Valley Drive, Whittier, CA 90604
DEPARTMENT: Bachelor of Science in Nursing (BSN) Program
LOCATION: Hybrid Remote (select remote and onsite days each week pre-scheduled with Program Director)
REPORTS TO: BSN Program Director
This position is primarily responsible for administrative, assessment, and supportive tasks for the BSN Program. This involves providing support to the Program Director, Faculty, Students, and Alumni.
ADMINISTRATIVE & ASSESSMENT RESPONSIBILITIES:
Provide assistance to the Program Director for the following:
- Manage the calendar of the Program Director
- Coordinate meetings between the Program Director, faculty, students, University personnel, vendors, etc.
- Complete official documentation including placing Program Director’s signature and forwarding appropriately
- Assist the Program Director with preparation of program reports or documents such as course syllabi, schedules, book lists, handbooks, etc.
- Orchestrate the weekly BSN team meetings including the following: creation of Zoom links; creation of agenda; composition of meeting minutes.
Provide assistance to Faculty for the following:
- Assists faculty with conference and travel arrangements
- Assists the Director BSN Admissions with the coordination of application review, interview process, scoring, etc.
- Assist the Accreditation Steering Committee with accreditation efforts. This may include organizing meetings, taking minutes, creating documents
- Assist faculty with IT issues and coordinate resolution
- Coordinate faculty renewals and reimbursement. This includes Licensure, etc.
Provide assistance to the University for the following:
- Collaborate with the President, Provost, Assistant Provosts, and other programs
- Organize meetings and webinars. This may include generating Zoom links, agendas, access, calendar invites, etc.
- Participate in the planning and coordination of university events including graduation, white coat ceremony, townhall meetings
Manage programmatic documents, supplies, and databases:
- Maintain confidential records and files
- Assessment: manage survey databases; assist with the generation of surveys; deploy surveys per the data collection timeline; assist with the organization of data
- Records and manages meeting minutes for all meetings, including, Partnership meetings, Accreditation Steering Committee meetings, Advisory Board meetings, and any other meetings deemed necessary to do so
- Orders all supplies for the BSN program: tracks all orders; organizes dissemination of items
- Monitors for accuracy and update portions of the academic catalog, website, faculty/staff email lists, and other publications
- Manages, updates, and provides instruction with certain databases such as California Board of Registered Nursing (BRN), CCNE, Canvas, J1, Teams, MySCU, Proctorio, ExamSoft, Electronic Student Academic Records, Partner university RealizeIT platform
- Manages NLN and/or AACN memberships for all faculty
- Assist with the organization of the accreditation application
- Participate in all accreditation-related functions such as self-studies, site visits, etc.
- Assist with organization of skills labs, simulation labs, and clinical administrative support, which may include: set-up, break down, coordinating the students, standardized patients, proctors, etc.
- Assisting with Clinical assignments and students’ placements
- Maintain digital files for BSN students for all clinical rotations
- Clinical Hospital Paperwork – create log to track the hospital and facility packets to forward for clearance
- Downloading and uploading of required documents, combining each student’s hospital packages with their immunizations and saving information in the clinical rotation file. Ensuring all letters necessary, i.e., coronavirus screening form, letter of proper PPE usage, and letters of good standing
- Sending placement notification from Exxat that is necessary and forwarded to facility staff for clearance to hospitals/facilities
- Preparing and mailing all packages from campus
- Organize White Coat Ceremony
- Ordering and disbursement of nursing clinical bags and supplies
- Review and maintain all Handbooks – clinical, student, and faculty
- Fiscal responsibilities, including: assist the Program Director in organizing the budget; maintain records of invoices, receipts, and transactions; submit for appropriate reimbursement i.e. ASB funds, Concur, etc.; mange the SCU Credit card account including receipts and payment; prepares purchasing orders, check requests, correspondence, and MOUs for the BSN Program
- Member of the Student Progress Committee: attend all scheduled meetings; provide an administrative perspective for students who are referred for either academic, clinical, or professional reasons
- Member of the BSN Social Committee: attend meetings as scheduled; assist with the planning of events for faculty, staff, and students including team forums, Nurses week, Welcome Back week, etc. - which may require coordinating dates, times, making reservations, assisting with set-up, breakdown, etc.
- Member of the DEI Committee: attend meetings as scheduled; assist with the coordination and planning of DEI events
- Proctor all exams as needed
- Syllabus – transferring each new term syllabus into the BSN share drive to the appropriate term
- Participate in Campus Preview Day promoting the BSN program and the program’s admissions process
- Assists the Admissions and Clinical teams that all incoming students needs
- Oversee didactic and clinical tutors. This may include:
- Assist with onboarding of new tutors to the program’s processes
- Receive student referrals from faculty for tutorial support
- Coordinate student assignment to tutors based on tutor’s ability to take on additional students.
- Ensure proper documentation of tutoring sessions in the electronic Academic Student Record system
- Communicate with students, faculty, tutors, and University personnel regarding tutorial support
- Communicate with students regarding any tutoring needs, issues, etc.
- Orchestrate meetings with the tutors for check-ins and evaluations
- Coordinate with Program Director regarding referrals, student progress, etc.
- Facilitates communication between students and faculty as needed
- Assist with the evaluation and assessment of the efficacy of the tutorial support program
- Compose, deploy, and review surveys at the end of each term regarding the tutors in collaboration with the BSN Program Director
- Assist with orchestrating community service events throughout the academic year
- Serve as a point of contact for students desiring support including mental health, counseling, testing accommodations, financial support, etc.
- Assist with connecting the student to the appropriate resource such as All One Health, SSO, and Financial aid
- This job has no supervisory responsibilities
- Prior administrative experience in nursing or allied health education preferred
- Bachelor’s degree preferred
- Computer skills required: MS Office 365, MS Teams, zoom and SIS system
- Other skills required
- Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customer, and the general public
- Ability to demonstrate initiative, prioritize work, perform well under pressure, and maintain productivity despite consistent interruptions
- Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
- Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
- Change Management - Develops workable; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
- Design - Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Demonstrates attention to detail.
- Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity; Improves processes.
- Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
- Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
- Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to talk or hear
- The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms
- The employee is occasionally required to stand, walk, sit, climb, balance, stoop, kneel, crouch, or crawl, and taste or smell
- The employee must frequently lift and /or move more than 10 pounds, occasionally lift and/or move up to 100 pounds
SCU CORE VALUES:
Integrative Health: We teach, learn, collaborate, and lead by creating an open environment for multiple disciplines and professionals to bring their shared and unique skills together for the benefit of patients and students.
Evidence-based Practice: We value a culture of inquiry, assessment, research, scholarship, and judicious use of current best evidence to inform our decisions and work.
Health Equity: We value people equally. We strive to educate graduates that are prepared to improve individual and community health.
Inclusivity: We welcome everyone regardless of age, race, ethnicity, class, religion, gender, gender expression, sexual orientation, disability, or any other similar or protected status. We believe inclusivity leads to more diversity in our reasoning, better representativeness in our conclusions, more ingenuity in our problem solving, and greater equity in our care.