Health Science Operations Coordinator Academic Affairs Department

Southern Maine Community College • South Portland, ME

49d • $23 - $27

About The Position

This position provides complex administrative support to the Health Science pathway, and its full and part time faculty by supporting the departments with all clinical site needs and student placement activities, including maintaining relationships with clinical partners & regulatory documentation compliance for students & faculty, and managing placement systems and audits. The role collaborates with the Admissions Office to ensure smooth transitions for health science students from recruitment through entry into their competitive allied health programs, facilitating communication, coordination, and student support throughout the process. Responsibilities include assisting with information sessions, managing intake exams, maintaining placement and advising lists, and ensuring clear and timely communication with students to promote a positive experience from recruitment through graduation. This person executes projects in full cycle with minimal supervision or direction; creates and maintains a variety of complex databases for tracking and accreditation purposes; queries the SIS to extract that data in the creation of documents and reports, and for analysis in decision making. In collaboration with the Nursing Department Chair and the Nursing Operations and Admissions Coordinator, additional responsibilities include managing the preparation of adjunct and overload contracts, supporting the department chair with purchasing and expenditure tracking, scheduling and meeting coordination, recording minutes, filing, and assisting with the planning of & implementing department events.

Requirements

• Bachelor's Degree
• Up to and including 4 years of related administrative experience
• Strong communication, computer, organizational, and interpersonal skills
• Strict attention to detail
• Intermediate to advanced skills in Word, Excel, placement systems or similar applications
• Ability to multi-task
• Conflict management skills
• Ability to work as a part of a team and delegate appropriately to supervisees
• Ability to understand and adhere to college policies, procedures, and safety guidelines

Nice To Haves

• Master's Degree
• 3-5 years of related administrative experience in higher education

Responsibilities

• Provides complex administrative support to the Health Science pathway
• Supports departments with all clinical site needs and student placement activities
• Maintains relationships with clinical partners
• Manages regulatory documentation compliance for students & faculty
• Manages placement systems and audits
• Collaborates with the Admissions Office to ensure smooth transitions for health science students
• Assists with information sessions
• Manages intake exams
• Maintains placement and advising lists
• Executes projects in full cycle with minimal supervision or direction
• Creates and maintains a variety of complex databases for tracking and accreditation purposes
• Queries the SIS to extract that data in the creation of documents and reports, and for analysis in decision making
• Manages the preparation of adjunct and overload contracts
• Supports the department chair with purchasing and expenditure tracking
• Scheduling and meeting coordination
• Recording minutes
• Filing
• Assisting with the planning of & implementing department events

Benefits

• 100% employer paid health, dental and life insurance for employees (spouse/ domestic partner and/or dependent coverage also available)
• Vision insurance
• Maine Public Employees Retirement System in lieu of social security
• Generous vacation/sick time allowances
• 13 paid holidays
• Professional development
• Free tuition within the Maine Community College System

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 501-1,000 employees