Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Coordinator

Coordinates and oversees the administrative operations, academic support functions, and logistical activities for the Department of Nursing. This position implements and maintains departmental systems, processes, and policies that support student success, faculty effectiveness, regulatory compliance, and program accreditation. Working closely with the Director and Assistant Director of Nursing, the Coordinator serves as a central liaison among faculty, students, university departments, clinical partners, and external agencies to ensure efficient operations.

Essential duties and responsibilities include:

• Collaborate with Irvine staff to prepare and distribute student and faculty schedules including classrooms, skills labs, simulation labs, conference rooms, clinical rotations, and events.
• Create cohort-specific and faculty/staff calendars. Collaborate with Assistant Director of Nursing for completion and distribution.
• Collaborate with the Director of Nursing to build academic calendars for the Nursing program and build semesterly course needs. This includes university master requests and university academic scheduling.
• Create new cohort onboarding: create student folders, order nametags, track demographics & distribute/collect/file orientation signature packets, ensure Canvas access to the Resource Board, Handbook needs, ATI payment verifications, etc.
• Assist with student needs: add/drop forms, policy addendums, student name badges, appeal scheduling, readmission applications, graduation applications, graduation gown and ticket distribution.
• Collaborate with nursing admissions and University/Orbis stakeholders to schedule new student orientations and required deadlines based upon the Academic Calendar.
• Collaborate with Orbis staff in registration verification & confirmation for all students.
• Collaborate with Human Resources and School of Health & Human Sciences Administrative Assistant in the interviewing, hiring, and onboarding of new full-time & adjunct faculty, including BRN faculty approvals and EDP-P-10.
• Work with HR to ensure adjuncts have appropriate timecard assignments & pay differentials each term.
• Work with the Director of Nursing to project faculty and adjunct assignment needs each semester, including but not limited to: tracking/monitoring semester & annual workloads, tracking/processing substitutes, and processing census.
• Send faculty and adjunct semester assignments & adjustments/subs, including additional units at census for final enrollment, to the School of Health & Human Sciences Administrative Assistant.
• Coordinate badge ordering and distribution of new faculty.
• Work with the Assistant Director to maintain student records, files, and cohort rosters for accuracy and data, including tracking and processing changes in student progression.
• Process student failures/dismissals, including but not limited to: letter composition, letter distribution, communication to appropriate University departments, communication of progression changes with ATI.
• Coordinate and organize requirements for Nursing Appeals Committees including but not limited to: student communication, scheduling, documentation collection/preparation, taking minutes & communication of committee decision.
• Work with Nursing Admin regarding: DAS processing, policy addendum.
• Assist with program accreditation: data collection, reporting, and correspondence with agencies. File documentation appropriately. Assist with scheduling of BRN, CCNE, and other agency visits. Assist with maintenance of records, files, and data needed for accreditation. Assist with gathering data for/from appropriate stakeholders (Concordia, Orbis): NCLEX & Employment results, student exit survey results, enrollment numbers, financial numbers.
• Annually updates the student and faculty handbook in collaboration with Nursing Administration.
• Maintain accurate processing of all departmental invoices, PO's, and reimbursements. Submit for approval to the School of Health & Human Sciences Dean.
• Assist the Dean and Finance department with financial reconciliation for Orbis.
• Communicate with University services for repairs, issues, room reservations, and IT issues.
• Create semesterly student registrations for each level to ensure student registration and matriculation within all schedules and required accommodations.
• Coordinate and attend departmental meetings; provide the program agenda and updates; take, distribute, and file minutes appropriately.
• Assist with Event Planning: coordination of employee recognition, Advisory Board meeting, nursing pinning ceremony, commencement, white coat ceremony, and Christmas cards to clinical partnerships.
• Cooperates and communicates with the Nursing Program Director regarding duties assigned to staff that serve the Director's and faculty's needs.
• Additional duties as assigned.

Pay Range: $25- $26.40 per hour

Education:

Bachelors or better.

Equal Opportunity Employer