Health Science Support Specialist
Provides departmental support to college administrators, faculty, college staff, students, and outside agencies. The individual in this position is responsible for the planning, organizing, and development of health science clinical assignments, coordination of student clinical requirements, and accreditation reporting for programs. Compiles data required for program evaluation and accreditation agencies. Coordinates daily operations of the health science office, including but not limited to projects and activities associated with various health science programs. Serves as receptionist for the health science office.
PRIMARY DUTIES AND RESPONSIBILITIES*
- Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
- Coordinates the admission process as it applies to all students within the health science programs, including ranking. Computes GPA, verifies required classes and grades of all students.
- Routinely communicates with Academic Advisors regarding program admission requirements, enrollment information, various procedures, and student readiness. Meets with potential students to answer questions.
- Develops clinical sites to meet the needs of the health science programs. Prepares and updates clinical contracts with all clinical facilities. Evaluates students’ readiness for clinical placement.
- Coordinates student clinical assignments with the appropriate Dean, Director, or instructor, and verifies clinical documents for health science students.
- Utilizes common college calendar to schedule health science program events and coordinates health science student orientation meetings.
- Prepares clinical schedules for health science courses. Coordinates clinical placement and schedules for health science students each semester.
- Maintains student records for absenteeism, evaluations, and required documents for all applicable programs. Organizes, coordinates and communicates end of program licensure and other credentialing documentation for graduating students. Prepares/processes graduation certificates for the Board of Nursing.
- Assists with record keeping, data processing required for program evaluation, students’ assessments and reports for accreditation agencies and boards.
- Schedules advisory meetings as requested; coordinates details, notifies attendees, types and/or prepares and distributes meeting materials.
- Collates health science program graduate evaluation forms, instructor evaluations and clinical agency evaluations; and prepares /processes post-graduation surveys.
- Prepares and provides the registrar with catalog changes.
- Maintains changes to student handbooks for various health science programs. Updates and collaborates with webmaster on the health sciences websites. Collaborates with Information Technology Services in developing online documents.
- Interacts with students, staff, and faculty and outside contacts to provide information, solve problems, respond to requests; functions as liaison between the dean/director, faculty, students and staff.
- Assists with monitoring, ordering, and stocking of classroom and lab inventory as it relates to health science programs, including generating requisitions, tracking orders and processing receiving reports, monitoring and ordering office supplies.
- Coordinates the nursing conference, advisory meetings, pinning ceremony, career fair and other events – including designing and preparing invitations and programs/agendas, sending out invitations, coordinating facility and catering needs.
- Assists with direct mail, telephone, and email follow-up with student prospects
- Performs other related tasks as required.
SUPERVISION – Works under the general supervision of the Dean of Occupational Programs.
ATTENDANCE – Individuals in this position are generally expected to be available during the regular business hours of the college, and may occasionally be asked to assist into early evening for registrations and other specific circumstances.
WORKING CONDITIONS – Conditions are those of a typical office environment, requiring frequent oral and written communication with students, staff, faculty, and offsite clinical personnel, and the ability to enter and retrieve data and written communications in electronic format in a timely manner.
MINIMUM QUALIFICATIONS
- Associate degree
- Three to five years of office support experience, or combination of education and experience commensurate with the requirements of this position
- Proficiency in word processing and ability to learn and use a variety of computer programs
- Ability to promptly and accurately take meeting minutes, phone messages, etc.
- Ability to work effectively and professionally with students and professional staff in an academic environment.
JOB DIMENSIONS – Analysis, judgment, planning and organizing, sensitivity, stress tolerance, dependability, knowledge of work, commitment to the college, attention to detail, work standards, initiative, informal communication, written communication, teamwork, dependability.
9/2019
Kirtland Community College is an equal opportunity employer
*This job description is intended to describe the type and level of work being performed by a person in this position. It is not an exhaustive list of all duties and responsibilities required by a person so classified.
