Records Coordinator, Nursing & Health Sciences

Provide a variety of administrative, confidential, and technical support to Program Directors and Department Chairs in the School of Nursing and Health Sciences at Tyler Junior College.

• Greet visitors, students, and/or employees and respond to inquiries and requests for information, and provide assistance.
• Establish and maintain cooperative working relationships with other employees at Tyler Junior College. Facilitate appropriate communication involving other departments, transmitting information accurately and tactfully.
• Maintain office files, student files, and other appropriate records for assigned programs.
• Maintain up-to-date student and faculty health requirement documentation in compliance with college, state, and clinical facility policies/standards.
• Manage and/or coordinate admissions process as appropriate for assigned programs:
• Monitor and respond to general information email accounts and phone calls.
• Advise applicants and respond to pre-application questions.
• Receive, review, and record student applications.
• Evaluate applicant transcripts for assigned programs.
• Complete applicant data spreadsheets.
• Distribute and track acceptance letters.
• Register newly admitted students, if applicable to the program.
• Maintain student rosters and other related documents.
• Schedule Admissions/Progression/Re-enrollment meetings and record meeting minutes as needed for assigned programs.
• Maintain inventory of and order office and classroom supplies for assigned programs.
• Perform general clerical duties, including organizing, filing, shredding, and photocopying documents and files for assigned programs.
• Prepare and maintain a variety of records and reports in compliance with regulatory bodies.
• Prepare documents as requested.
• Create and update departmental forms as needed for website upload or internal program use.
• Attend advisory committee meetings. Prepare minutes, reports, statistical data, and other materials about assigned programs for use in Advisory Committee meetings.
• Initiate, process, and track the flow of departmental forms for assigned programs, e.g., purchase orders, personnel requisitions, travel authorization forms, supply requisitions, printing requests, and travel expense reimbursement vouchers.
• Maintain department calendar. Schedule appointments and meetings, send out meeting notices, arrange for catering services, and make travel arrangements.
• Coordinate and participate in the pinning ceremony for the graduating class, including ordering supplies, scheduling the photographer, preparing and printing the program for the ceremony, setting up and breaking down decorations in the pinning ceremony venue.

Collaboration/Teamwork, Computer Software Skill, Customer Service, Communication (Oral and Written), Interpersonal Skills, Leadership, Multi-tasking, Organizational Skills, Problem-solving, Time Management, Adaptability, Confidentiality and Discretion in Handling Sensitive Departmental Information, and Professionalism in an Education Setting.

Ellucian Banner, Internet Research

Individual Contributor

Work is rarely required outside of normal business hours.

Sitting, walking, standing, lifting, repetitive typing, and regular use of standard office equipment.

Yes - Minimal. If travel is required, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

HS Diploma

One (1) year of related experience.

Associate’s Degree in a related field.

Competent with Microsoft Office products - especially Word and Excel.

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.

With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.