Program Specialist II - Nursing and Allied Health

Coconino Community College • Flagstaff (Fourth Street Campus), AZ

11h • Hybrid

About The Position

The Program Specialist reports to the Director of Nursing & Allied Health. In addition to providing administrative support to the Director, the Specialist manages the clinical schedules for faculty and students in Nursing & Allied Health, maintains student immunization and certification records, manages the admissions process, and ensures that supplies and materials are fully stocked. Administrative skills, technical ability, and a positive interpersonal approach are key to this role. This is a regular, full-time (40-hour), benefits-eligible position. Flexible work arrangements and/or reduced hours may be considered in alignment with College procedures.

Requirements

• Proficient with Microsoft Office and Zoom software.
• Excellent organizational skills and attention to detail.
• Ability to follow purchasing procedures.
• Outstanding customer service skills and ability to maintain a positive approach at all times.
• Experience with various forms of technology and with standard office devices such as copiers and printers.
• Associate’s degree and two years of related full-time experience or any combination of education and experience sufficient to successfully perform the essential functions of the job and/or as approved by the Human Resources Department.

Responsibilities

• Provide administrative support to the Director of Nursing & Allied Health as directed.
• Assist the Director with maintaining accurate records of departmental budgets.
• Enter purchase requisitions and manage procurement card purchases within Nursing & Allied Health.
• Assist the Director with completing and submitting hiring and other personnel forms.
• Schedule meetings, locate rooms for meetings, and assist with resolving classroom conflicts.
• Take notes at department and faculty meetings.
• Handle travel arrangements and travel claims for instructors and Director in compliance with state travel rules and policies.
• Coordinate certification testing with faculty and testing vendors.
• Assist with student orientations and other departmental events.
• Plan nursing pinning ceremonies in collaboration with students, faculty, and the Director of Nursing & Allied Health.
• Support Nursing & Allied Health faculty as requested.
• Initiate and maintain clinical contracts with the multiple facilities utilized by the faculty for student clinical experiences.
• Coordinate and manage facility-specific onboarding documents for clinical rotations, including the use of required facility document management software.
• Collect and maintain student records including health records, fingerprint clearances, professional certifications, etc.
• Ensure that all certifications and immunizations remain current.
• Follow up with students who need to submit updated requirements by each of the Nursing & Allied Health programs.
• Upload student documents into electronic systems such as TMU, Typhon, and facility-specific software.
• Maintain the confidentiality of student records in accordance with appropriate regulations, including FERPA.
• Respond to inquiries and requests for information regarding Nursing & Allied Health programs.
• Refer prospective Nursing & Allied Health students to Academic Advising to guide them as they complete their prerequisite coursework.
• Manage and proctor nursing entrance exam testing for prospective nursing students.
• Collect and manage admissions applications and documentation for all nursing and allied health programs.
• Support the Director and program faculty in reviewing admissions applications.
• Communicate with applicants in a timely and professional manner.
• Establish and maintain inventories of supplies and materials for each program in collaboration with faculty.
• Order supplies and manage receiving in cooperation with CCC Shipping & Receiving.
• Restock supplies in the correct locations.
• Order textbooks and other instructional materials for students and faculty.
• Coordinate uniform orders with vendors for students and faculty.
• Maintain laundry for skills labs for all nursing and allied health programs.
• Assist faculty in the setting up and breakdown of skills and simulation labs.
• Participate in campus meetings and College committees and plans special events in conjunction with external departments and agencies.
• Create and participate in a positive, collaborative, and diverse workplace environment.
• Participate in relevant professional development.
• Other duties as assigned.

Benefits

• Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $6,720 per year to put toward benefit costs or to be used as additional take-home pay
• Paid Holidays: 21 (including a full week off between Christmas and New Year’s Day and over Spring Break)
• Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually
• Health Insurance and Other Coverage: see https://www.coconino.edu/benefits/full-time-benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree