Academic Support Coordinator

California State University•Allen, TX

4d•Onsite

About The Position

This position serves as an Administrative Support Coordinator II within the Division of Academic Affairs, specifically supporting the School of Arts & Sciences. The role involves a full range of moderate to complex clerical and secretarial work, requiring judgment and discretion. The coordinator will independently manage general office support and clerical functions, handling multiple academic deadlines and overseeing project activities from initiation to evaluation. This includes coordinating office support for the program, prioritizing workload, and ensuring timely responses to inquiries and report submissions. The position also entails coordinating clerical and administrative support functions, performing secretarial and administrative work in a large/complex academic or program office, and potentially assisting with operational and procedural recommendations. The role involves independent work under general direction, planning and executing large-scale projects, identifying project needs, outlining detailed plans, and delegating tasks. The coordinator will have full accountability for the workflow and completion of work for assigned support staff, providing lead work direction, training, and guidance to others. They will handle multiple work unit projects and priorities, make independent decisions on day-to-day operations, and interpret specialized policies and procedures. Problem-solving will require ingenuity in developing solutions, and assignments will often involve interaction at the highest levels within and outside the university, sometimes in sensitive situations. The position also includes clinical coordination responsibilities, such as reviewing and updating Affiliation Agreements, assisting the Chair with contracts for clinical sites, maintaining contract documentation, and ensuring faculty are aware of facility requirements. The role involves collecting clinical site and preceptor evaluation data, maintaining a preceptor database, and managing student files, including completed clinical evaluations. The coordinator will assist the Chair in regulatory reporting and data collection for surveys and accreditation. They will also serve as backup to the Nursing Clinical Coordinator, responsible for student and faculty health record management, communicating requirements, and sending health records to placement facilities. This includes placing students in clinical facilities, identifying and communicating facility requirements, and confirming placements. The role also involves issuing student surveys and assessing results for preceptor-based clinical courses. The coordinator will communicate confirmed or changed clinical placement requirements and ensure students register in appropriate clinical sections while maintaining capacity caps. The position requires a background check and adherence to specific education code requirements regarding sexual harassment disclosures.

Requirements

Equivalent to high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
Experience to be fully functional in all technical aspects of work assignments.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of English grammar, punctuation, and spelling.
Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
Ability to independently handle multiple work unit priorities and projects.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Working knowledge of budget policies and procedures.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports.
Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
Demonstrate public relations skills using proper etiquette both electronic and interpersonally.
Ability to develop and maintain excellent working relationships with multiple coordinator/nurses at many institutions and communicate clearly, professionally and calmly with people expressing frustration.
Ability to keep updated records and attend to details, create and improve systems for organization of many variables (e.g., maintain accurate and detailed reports and records).
Ability to remain flexible and effectively perform job during unexpected situations or changing conditions.
Show a high level of dedication by following through with commitments in a reliable and communicative manner.
Ability to take the initiative to solve or improve problems and situations proactively without needing supervision.
Manage time to accomplish tasks efficiently and effectively (e.g., multi-task).
Ability to reach out to appropriate sources or find information needed to be successful.
Applicants must be authorized to work for any employer in the United States.

Nice To Haves

Bachelor’s degree from a four-year college or university.
Knowledge of basic medical terminology and types of nursing.
Knowledge of basic hospital organization and hospital/clinic systems.
At least one year of university office experience.

Responsibilities

Independently performs general office support and clerical functions to the School of Arts & Sciences with minimal supervision while managing multiple academic deadlines.
Responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation.
Coordinates the office support for the program.
Prioritizes workload on a daily basis to ensure the timely response to program inquiries and submits reports as requested.
Coordinates the entire clerical and administrative support functions and/or performance of secretarial and administrative work in a large/complex academic, administrative or program office, and/or in a higher level administrative office.
Includes meeting minutes, meeting & event scheduling & coordination.
Administrative work often involves evaluation and recommendations related to operational and procedural matters.
Plans and executes large scale, complex projects with broad, visible impact that involve coordination with other departments.
Identifies project needs, outlines detailed plans, initiates and coordinates projects, and delegates work.
Provides lead work direction, training, and guidance to others.
Handles multiple work unit projects and priorities.
Makes independent decisions on day-to-day operations.
Interprets and applies specialized policies and procedures.
Solves a broad range of operational and procedural office and administrative problems which may at times require research, analysis, and evaluation of information.
Develops solutions for operational and administrative problems.
Interacts at the highest levels within and outside the university, often in sensitive interpersonal situations.
Reviews and updates Affiliation Agreements that are outside the purview of Procurement to review and approve, refers those changes to the Chair for review and approval.
Assists Chair to contract with clinical sites.
Maintains contract documentation.
Ensures that the contract with the facility is current and faculty is aware of requirements of each facility.
Collects clinical site and preceptor evaluation data.
Maintains preceptor database that includes preceptor information required by external accrediting and regulatory entities.
Maintains student files including assuring that faculty submitted completed clinical evaluations for each student at the end of the semester.
Assists Chair in notifying the Board of Registered Nursing regarding changes in facilities utilized by the program, assuring that all faculty teaching in the program are approved to teach in the program, and other regulatory requirements are met.
Assists with collecting data needed for annual surveys and accreditation self-studies.
Attends new student orientation and presents on clinical requirements.
Attends Regional Planning meeting to establish clinical rotation sites twice a year.
Serves as backup to the Nursing Clinical Coordinator to communicate via email, phone and/or in person with nurse educators and/or placement coordinators in hospitals, clinics, schools/universities, and community health agencies to identify student and faculty requirements for placement at the agency/institution in collaboration with clinical coordinator.
Identifies facility requirements at each clinical placement location, such as orientation and EHR training, and communicates these clinical entry requirements to faculty and student groups in a timely manner.
Keeps a record of these facility requirements, updating them as required when the facility changes their expectations by maintaining an orientation folder in electronic and written form for each facility in collaboration with the clinical coordinator.
Confirms placements with nurse educators and/or placement coordinators in hospitals and clinics institutions by timely follow up communications.
Issues student surveys and assesses and distributes results, as requested by faculty, for selected preceptor-based clinical courses to ascertain student’s current cell number, city of current residence, day of week “required”, place of employment, and health limitations.
Communicates confirmed or changed clinical placement requirements with Chair, faculty, and students for all undergraduate placements in the curriculum prior to the start of the semester.
For preceptor-based clinical placements, agencies need to be notified of the student, their assigned preceptor and the student’s contact information, name, cell number, and email prior to the start of the semester.
Ensures students register in their appropriate clinical sections and that course capacity caps are maintained in accordance to nursing department policy.
Serves as backup to the Nursing Clinical Coordinator to ensure that students and faculty health records are uploaded into the nursing program database.
Communicates with all nursing students and faculty on an ongoing basis to ensure that each student is up to date and that student receives warning when requirements are not met, including immunizations, CPR, health insurance and any other required information.
Sends health record and all other placement requirement of each student to placement coordinator/nurse educator at clinical placement facility, on time, as required by the facility/agency.
Performs other duties as assigned.