Administrative Coordinator bei Tamus

This position will operate with a multi focus on program administration, clinical coordination, and admissions coordination for the new BSN program..

Essential duties and responsibilities 

A. Administrative Support (Approx. 50%) 

• Office Management: Serve as the primary administrative point of contact for the BSN program. Manage daily office operations, including maintaining supplies, equipment, and efficient workflow. 

• Executive Support: Provide comprehensive administrative assistance to the Program Director and nursing faculty, including calendar management, scheduling meetings, preparing correspondence, and organizing travel arrangements. 

• Record Keeping: Establish and maintain comprehensive and confidential records, databases, and filing systems for students, faculty, clinical affiliations, and program activities, ensuring compliance with university policies and accreditation standards. 

• Financial Support: Assist with budget tracking, processing invoices, reconciling expenditures, and preparing financial reports for the program. 

• Communication: Handle incoming calls, emails, and inquiries, directing them appropriately and providing accurate information about the nursing program. 

• Event Coordination: Plan and coordinate program-related events, such as orientations, information sessions, meetings, and graduation activities. 

• Data Management: Collect, compile, and analyze data for program reports, accreditation documentation, and strategic planning. 

B. Clinical Coordinator (Approx. 30%) 

• Affiliation Management: Collaborate with the Program Director and faculty to identify, establish, and maintain strong working relationships and affiliation agreements with diverse clinical agencies and healthcare facilities in Kingsville and the surrounding regions. 

• Placement Coordination: Facilitate and coordinate all student clinical placements, ensuring alignment with curriculum objectives and student learning needs. This includes managing schedules, communicating with clinical sites, and addressing placement logistics. 

• Compliance Monitoring: Track and ensure all student and faculty clinical requirements are met and current, including but not limited to background checks, immunizations, drug screenings, CPR certification, and professional licensure. 

• Liaison Role: Serve as the primary point of contact between the nursing program, clinical partners, and students regarding clinical experiences. 

• Record Maintenance: Maintain accurate and up-to-date records of clinical affiliation agreements, student compliance, and clinical hours. 

• Site Evaluation: Assist in the ongoing evaluation of clinical sites and preceptors to ensure high-quality learning environments for students. 

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C. Admissions Coordinator (Approx. 20%) 

• Prospective Student Relations: Serve as the initial and ongoing contact for prospective nursing students, providing detailed information about the BSN program, admission requirements, and application procedures. 

• Recruitment Support: Assist with and participate in recruitment activities, including informational sessions, open houses, and campus tours, both on and off-campus. 

• Application Processing: Manage the nursing program's application process, ensuring all required documents are submitted, verified, and complete. This involves utilizing university admissions systems. 

• Applicant Communication: Communicate effectively with applicants regarding their application status, missing documents, and admission decisions. 

• Data Management: Maintain comprehensive applicant databases and generate admissions reports as requested. 

• Matriculation Support: Facilitate the transition of admitted students into the nursing program. 

Minimum Requirements 

A. Education: 

• Required: High School Diploma or GED. 

• Preferred: Associate or bachelor's degree from an accredited institution. 

B. Experience: 

• Required: Minimum of five (5) years of progressively responsible administrative support experience, demonstrating a high level of independent judgment and problem-solving skills. 

• Preferred: Experience with clinical placement coordination in an educational or healthcare environment. 

• Preferred: Experience with admissions processes or student recruitment. 

C. Knowledge, Skills, and Abilities: 

• Exceptional Organizational Skills: Ability to manage multiple priorities, meet deadlines, and maintain meticulous attention to detail in a dynamic, fast-paced environment. 

• Software Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with or ability to quickly learn university-specific software, student information systems, and clinical placement management platforms. 

• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally and effectively with students, faculty, staff, clinical partners, and the public. 

• Interpersonal Skills: Strong interpersonal skills, including a positive attitude, customer service orientation, and the ability to build rapport and work collaboratively as part of a team. 

• Problem-Solving: Proven ability to identify issues, analyze problems, and implement effective solutions independently. 

• Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion and integrity. 

• Adaptability: Capacity to adapt to new processes, procedures, and technologies in a developing program. 

• Initiative: Proactive and self-motivated, with the ability to anticipate needs and take initiative to improve efficiency. 

III. Working Conditions: 

• Primarily an office-based position at the Texas A&M University-Kingsville campus. 

• Occasional local travel may be required for clinical site visits or recruitment events. 

• Some evening or weekend work may be necessary during peak periods (e.g., admissions cycles, clinical placements, end of semester ceremonies).