This unique position is responsible for coordinating, and managing the clinical placement of nursing students with clinical partners. This person will coordinate the onboarding of new nursing students into the department; tracks student clinical compliance requirements and student clinical experiences. Provides comprehensive office specialist duties such as general administration, record keeping, meeting minute taking, travel arranging and budget reporting.
Student Clinical Compliance Responsibilities
- Establishes and maintains positive working relationships with clinical partners, faculty, students and staff.
- Understands policies and procedures specific to nursing students at each clinical site.
- Coordinates clinical orientation with faculty for students according to clinical partner requirements.
- Monitors nursing student compliance with credentials, background, drug screen, and required health screenings and immunizations.
- Uses My Clinical Exchange to ensure student compliance.
- Generates, reviews and maintains clinical compliance documents and reports.
- Assists with clinical site student scheduling through My Clinical Exchange
Office Support Specialist Responsibilities
Perform general administration and support work requiring field-specific knowledge relevant department assigned. Requests information from and provide information to other departments and outside sources. Greets and assists customers; answers phones and directs calls. Sets appointments, arranging conference rooms and other details as required. Sorts and delivers mail; sends, receives and distributes faxes. Makes copies and scans and files electronic documents. Develops and maintains department record-keeping systems, performing general filing and file retrieval.
- Phones, email, written correspondence, photo copying, filing
- Take minutes for Nursing meetings, and additional committee meetings (Program Evaluation, Curriculum, and Bylaws meetings for Nursing)
- Assist faculty in reserving classrooms and using media equipment
- Assist faculty with form development and revision, including handbooks and curriculum guidelines
- Maintain necessary supplies needed by department and faculty
- Liaison between department faculty and APU administration
- Coordinate ordering of textbooks for faculty and adjunct instructors, including desk copies
- Desktop publishing of department signs, invitations, flyers, etc.
- Assist faculty with special projects and presentations
- Review syllabi and collaborate with faculty for editing to university standards; coordinate timely collection of syllabi for posting and archival
- Coordinate guest speakers and field trips; maintain relationships with organizations frequently utilized for field trips or undergraduate practicum
Makes travel arrangements for department staff in accordance with company policy and prudent business practice. Completes, submits and tracks company forms such as travel/expense reports, check requests, company credit cards, purchase requests, and personnel action documents. Maintains tracking of department budget, reporting as required to Finance and own department leaders.
- Coordinate travel for faculty members, non-faculty, and teaching assistants associated with Nursing
- Book flights/hotels; create TA with all associated paperwork; facilitate receipt collection for faculty reimbursement; create and submit TR ten days after end of travel.
- Manage P-Card – coding purchases made for both areas and being aware of income sources (grant money, etc.) as well as credit limit.
- Maintain front desk duties for the second floor of Carr-Gottstein for Nursing
Knowledge
- HIPPA regulations and requirements.
- FERPA regulations and requirements.
- Clinical compliance programs related to Nursing.
- Immunization schedules approved by the state of Alaska and clinical partners.
- Criminal background checks processes and procedures.
- Drug screening processes.
- Processes for tracking accident and exposure incidents.
Skills
- Excellent interpersonal and communications skills, including tact and diplomacy, and working with people from diverse backgrounds.
- Effective organizational and planning skills with attention to detail and follow-through.
- Current understanding of clinical compliance activities.
- Networking with faculty, staff, and external agencies regarding compliance procedures and issues.
- Sustaining accurate documentation and records in relation to compliance programs.
- Upholding confidentiality of work-related information and materials.
- Establishing and maintaining effective working relationships.
Technology Skills
- Use a variety of spreadsheet, word processing, compliance database, and presentation software.
MINIMUM EDUCATION QUALIFICATION
High School Diploma or GED equivalent.
MINIMUM EXPERIENCE QUALIFICATION
Non-supervisory – Two (2) years of skilled office support experience. Equivalent education, training, or similar experience may be substituted for relevant experience. May require experience specific to the department assigned.
ADDITIONAL REQUIREMENTS
Must possess a current and valid Alaska Driver’s License.
MINIMUM PHYSICAL REQUIREMENTS
The following demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. The position is occasionally required to stand; walk; sit, reach with hands and arms; climb stairs; balance, or kneel. The employee must be able to lift and/or carry boxes & packages weighing up to 25 pounds.
