Administrative Specialist, School of Nursing

The College of St. Scholastica; Duluth (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

The College of St. Scholastica in Duluth, MN, seeks an Administrative Specialist - Clinical Education to support administrative functions within the Department of Nursing.

You will coordinate clinical compliance processes for Nursing students and faculty, maintain records, and assist with background studies and clinical learning agreements. Responsibilities include onboarding, documentation tracking, system maintenance, and collaboration with directors, program staff, and clinical partners to

Qualifications

• Postsecondary education or an equivalent combination of education and relevant work experience.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidential and sensitive information.
• Proficiency with common office software and electronic records systems.

Responsibilities

• Coordinate clinical compliance onboarding for Nursing students across undergraduate and graduate programs.
• Communicate clinical compliance requirements, deadlines, and processes to students.
• Track required student compliance documentation, including immunizations, training requirements, surveys, and other documentation required for participation in clinical education.
• Review submitted documentation for completeness and alignment with established requirements.
• Communicate with students regarding missing, incomplete, expired, or unacceptable documentation and provide guidance regarding required corrections.
• Monitor recurring compliance requirements and communicate upcoming expiration dates and deadlines.
• Maintain student compliance records within Clinician Nexus and other designated systems.
• Coordinate with Clinical Placement Specialists regarding student compliance status prior to clinical rotations.
• Refer unresolved compliance concerns or exceptions to the Director of Clinical Education or appropriate program leadership.
• Maintain clinical compliance information and processes as requirements change.

Skills

Organizational skills

Multi-tasking

Written communication

Verbal communication

Confidentiality

Education

Postsecondary education or equivalent

Job description

The approximate base compensation range is posted, but the actual offer will reflect our total compensation and benefits package. The offer will be determined by a number of factors including the selected candidate's experience, knowledge, skills, abilities, FTE, number of months worked, as well as internal equity among our team.

Position Description

The Administrative Specialist - Clinical Education provides administrative and operational support for clinical education within the Department of Nursing. The primary responsibility of this position is coordinating and maintaining clinical compliance processes for Nursing students and clinical faculty. The position also supports background study processes, clinical learning agreements, graduate clinical site and preceptor records, clinical education systems, and other Department of Nursing administrative functions. The Administrative Specialist works closely with the Director of Clinical Education, Clinical Placement Specialists, program directors, faculty, students, clinical partners, and other College offices. The position requires strong organization, attention to detail, confidentiality, communication skills, and the ability to manage multiple time-sensitive processes within established procedures.

Primary Responsibilities Clinical Compliance

• Coordinate clinical compliance onboarding for Nursing students across undergraduate and graduate programs.
• Communicate clinical compliance requirements, deadlines, and processes to students.
• Track required student compliance documentation, including immunizations, training requirements, surveys, and other documentation required for participation in clinical education.
• Review submitted documentation for completeness and alignment with established requirements.
• Communicate with students regarding missing, incomplete, expired, or unacceptable documentation and provide guidance regarding required corrections.
• Monitor recurring compliance requirements and communicate upcoming expiration dates and deadlines.
• Maintain student compliance records within Clinician Nexus and other designated systems.
• Coordinate with Clinical Placement Specialists regarding student compliance status prior to clinical rotations.
• Refer unresolved compliance concerns or exceptions to the Director of Clinical Education or appropriate program leadership.
• Maintain clinical compliance information and processes as requirements change.

Background Studies

• Coordinate required background studies for Nursing students and designated clinical faculty.
• Initiate and track Minnesota Department of Human Services background studies and associated fingerprinting requirements.
• Coordinate CastleBranch and Wisconsin background study processes as applicable.
• Review results and identify records requiring additional follow-up.
• Communicate with students regarding incomplete background study requirements and required next steps.
• Refer background study concerns or exceptions to appropriate College or clinical education leadership.
• Maintain background study documentation in accordance with established procedures.

Clinical Learning Agreements

• Coordinate the clinical learning agreement process for Nursing clinical partners.
• Initiate agreements and route documents through appropriate College review and approval processes.
• Maintain records of current clinical learning agreements and associated partner information.
• Track agreement renewal and expiration dates.
• Communicate with appropriate College offices and clinical partners regarding agreement status and documentation needs.
• Identify agreements requiring additional review and refer them to the appropriate College office.
• Maintain organized records of completed agreements and related documentation.

Graduate Clinical Site and Preceptor Support

• Maintain graduate clinical site and preceptor information in Typhon and other designated systems.
• Verify and document required licensure and credential information for graduate clinical preceptors.
• Maintain accurate clinical site and preceptor records.
• Generate preceptor continuing education certificates and related documentation.
• Assist graduate programs with retrieval of clinical site, preceptor, and clinical-hour information as requested.

Reporting and Data Support

• Retrieve and organize information needed for MERC and other clinical education or grant reporting.
• Assist with maintaining clinical education records needed for accreditation, regulatory, assessment, and program reporting.
• Produce routine reports related to compliance, clinical sites, preceptors, agreements, and other clinical education activities.
• Assist with maintaining accurate and consistent clinical education data across designated systems.

Faculty and Departmental Administrative Support

• Coordinate clinical compliance and background study requirements for designated clinical faculty.
• Assist with onboarding processes for new faculty and adjunct clinical instructors.
• Provide administrative support for designated Retention & Progression processes and documentation.
• Share Department of Nursing administrative responsibilities with other Administrative Specialists as assigned.
• Provide administrative support and coverage within Clinical Education as needed.
• Maintain written instructions, calendars, records, and process documentation for assigned responsibilities.
• Participate in Department of Nursing and Clinical Education meetings as appropriate.
• Other administrative tasks/duties as assigned

Minimum Qualifications

• Postsecondary education or an equivalent combination of education and relevant work experience.
• Strong organizational skills and attention to detail.
• Demonstrated ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidential and sensitive information.
• Proficiency with common office software, electronic records, and database systems.
• Ability to learn and use multiple web-based administrative systems.
• Ability to work independently within established procedures and seek guidance when exceptions arise.
• Ability to communicate professionally with students, faculty, staff, and external partners.

Preferred Qualifications

• Experience in higher education, healthcare, or another regulated environment.
• Experience working with student records, compliance documentation, credentialing, or similar administrative processes.
• Experience supporting clinical or healthcare education.
• Experience with Clinician Nexus, Typhon, CastleBranch, or similar systems.