Nursing Program Specialist 2

Walla Walla Community College; Clarkston (WA); On-site; USD 55,000 - 75,000; Full time

Job summary

Walla Walla Community College is seeking a Program Specialist to provide specialized support to Nursing and Allied Health programs on the Clarkston campus. The role collaborates with campus leads to ensure access, quality, and professional development for students and faculty.

The position emphasizes coordination, outreach, budget awareness, and compliance with accreditation standards across campuses. It involves direct student interaction and partnership with community entities to support

Responsibilities

• Fulfill Program Coordinator duties and act as the primary student-facing Nursing and Allied Health employee at the Clarkston campus.
• Work with the Nursing Program Specialist 4 and Allied Health Program Specialist 3 to provide specialized program support on the Clarkston campus.
• Demonstrate timely, effective, and professional communication in responding to inquiries related to nursing and allied health programs.
• Assist with scheduling meetings, taking minutes, and managing records in line with accreditation standards.
• Coordinate classroom needs, facilities requests, and liaison with other departments to support program needs.

Job description

General Responsibilities

Walla Walla Community College removes barriers to access, provides high quality educational experiences, and facilitates equitable learning and success to cultivate thriving rural communities. In support of this mission,this position provides specialized support to Nursing and Allied Health programs and participants. The Program Specialist contributes to providing high quality educational experiences by:

• providing equitable access for all prospective students to participate in Nursing and Allied Health programs,
• contributing to cultivating a thriving rural community by interacting with community partners and prospective students in a positive, engaging, and professional manner, and by
• helping maintain a professional and supportive educational and working environment for students and faculty.

In an effort to maintain high standards and cohesive programs and procedures across the Walla Walla and Clarkston campuses, this position will be mentored by, and assigned work from, the Program Specialist 4 on the Walla Walla campus (administrative lead). They will also work closely in conjunction with the Program Specialist 3 for Allied Health.

Essential Functions

Fulfill Program Coordinator duties and act as the primary student-facing Nursing and Allied Health employee at the Clarkston campus. Work in conjunction with the Nursing Program Specialist 4 (administrative lead) and Allied Health Program Specialist 3 in Walla Walla to provide effective, specialized program support for all Nursing & Allied Health programs on the Clarkston campus.

Administrative Support

• Demonstrate timely, effective, and professional communication in responding to internal and external inquiries (phone, email, and in-person) related to Nursing and Allied Health programs.
• Assist with handling sensitive faculty and student issues with professionalism, confidentiality, tact, and compassion.
• Assist Dean and Assistant Dean in scheduling meetings, such as tenure team and lead meetings.
• Assist Dean or designee in preparing for and scheduling division meetings. Attend meetings and take minutes (Nursing Faculty, Nursing Advisory Committee, and Allied Health meetings as needed) and manage related records according to college, program approval, and accreditation standards.
• Coordinate classroom needs (reserve classrooms, facilitate technical assistance, order supplies).
• Act as liaison with other departments to facilitate needs related to custodial services, facilities requests, graphics requests, etc.
• Maintain program, faculty, and student files in accordance with records retention and program accreditation standards.

Outreach/Recruiting

• Periodically visit with area high school groups and/or other prospective students. Answer questions about the Nursing and Allied Health programs and admission processes.
• Attend meetings, outreach events, and/or conferences as program representative when needed.

Budget/Purchasing/Travel

• Have a clear understanding of college purchasing policies and division budgets and accounts.
• Coordinate use and reconciling of department credit cards: make purchases within scope of responsibility and reconcile records in a timely manner (for all department credit cards?).
• Order and pay for equipment, supplies, and services using Quick Invoices or Purchase Requisitions as appropriate, in keeping with purchasing policies and budgets.
• Assist faculty and administrators with travel, including but not limited to: creating Travel Authorizations, making travel arrangements, paying related expenses, and processing post-trip reimbursements.
• Assist faculty with use of Professional Development funds: send out periodic correspondence with instructions and forms, track use of funds for each faculty member, and assist faculty with expenses as needed.

Plan, organize and coordinate activities and program coordinating duties specific to the Nursing Program, applying knowledge and skills particular to nursing education. Act as program liaison to outside agencies and current and prospective students. Coordinate program services and resources.

• Work collaboratively with the Walla Walla Nursing Program Specialist 4 to prepare training materials for students applying for state licensure and NCLEX testing. Guide students in the application process.
• Organize and coordinate the annual Career Fair for nursing students on the Clarkston Campus to provide the opportunity for students to network with local agencies in preparation for employment or for continuing nursing education.
• Monitor program activities in relation to established program goals. Within established program parameters, keeps department records and reports regularly on enrollment, attrition and retention numbers.

Instructional Support

• Proctor exams as needed when faculty are not available (arrange private room, periodically check on student).
• Assist with preceptor tracking for Community and Focused Practicum rotations.
• Process student and faculty evaluations for nurse preceptors.
• Create student photo directory, update quarterly.
• Update instructional documents each quarter: grade trackers, sign in sheets, test review sign in sheet.
• Create quarterly registration sheets for faculty in preparation for student advising.
• Check class rosters quarterly to ensure that all students are in all required courses.
• Track student absences, tardies, and no-show for both levels, in theory, tests and clinical.
• Assist Clarkston level leads with advisor and clinical placement.
• Enter adjusted testing times into testing platforms for students with disability accommodations as needed.

Student Advising, Onboarding and Compliance

• Assist students with advising/registration: Perform pre-work in ctcLink: verify student plan stack, term activation, registration holds, student groups, review “What-If” reports to determine completion of degree requirements, and enter advising notes.
• When needed,collaborate with the Credentials Evaluator to clarify Nursing degree requirements and update “What-If” reports.
• Work collaboratively with Nursing Program Specialist 4 to recommend unusual variances to program standards to Dean for approval.
• In conjunction with the Deans and Program Specialist 4, develop and participate in the annual Nursing Launch on both campuses for first-year Nursing students.
• Quarterly review and approve student compliance for participating in clinical.
• Annually ensure Complio® background checks and drug screening are completed. Forward negative results to the Dean for review and schedule student meetings as needed.
• Conduct annual Washington State Patrol background checks and facilitate any additional checks required by individual clinical agencies.
• Quarterly create clinical rotations in Complio® for specific clinical partners, and share those rotations with the partner agency for approval.
• Track compliance and onboarding requirements for each clinical agency. Ensure faculty and students are compliant. Send or deliver required compliance documents to each clinical site.
• Coordinate student access to clinical agency EHR/computer systems. Provide necessary information to each facility to request access and obtain passwords.
• Prepare and send clinical release cards to students
• Report names and addresses of clinical sites attended by international students to the Office of Admissions.

Faculty and Preceptor Onboarding and Compliance

• Quarterly ensure all faculty maintain an active RN license(s) valid in Washington State.
• Assist in adjunct faculty and lab assistant onboarding and compliance.
• Ensure Orientation Checklist is completed by lead/mentor faculty.
• Verify compliance with HIPAA, BLS, Health Insurance, TB screening and vaccines for clinical faculty.

Facilitate Clarkston campus admissions activities for all Nursing and Allied Health Programs.

• Function as Nursing and Allied Health representative and resource for the Clarkston campus. Have extensive contact with program participants and outside entities. Provide information and technical assistance to program participants, staff, outside entities regarding program content, policies and admissions process. Confer regularly with staff and outside entities regarding interpretation and implementation of program requirements.
• Collaborate with the Walla Walla Nursing Program Specialist 4 to annually review the Nursing Admission Guide; may recommend updates/changes to admissions-related policies and procedures.
• Be expertly familiar with all policies and procedures within the Nursing Admission Guide, and apply said policies, procedures and regulations to daily tasks.
• Be expertly familiar with all policies and procedures for admission to Allied Health programs. Apply said policies, procedures and regulations to daily tasks.
• Participate in quarterly Nursing Admission Progression Committee meetings. Prepare applications for review and in conjunction with the Dean or designee and faculty, present Clarkston campus applicants to the Committee. Take minutes and retain records for Nursing Admission Progression Committee.
• In conjunction with the Deans and Program Specialist 4, conceptualize and implement an annual informational meeting for pre-nursing students, pre-nursing advisors, and other stakeholders. Present information on the application process and degree requirements as requested.
• In conjunction with the Deans and Program Specialist 4, conduct the annual Nursing Application Workshop for pre-nursing students and pre-nursing advisors. Present information on the application process and degree requirements as requested.
• In conjunction with, and as assigned by Program Specialist 4, process NursingCAS applications. Guide students through admission process. Prepare and distribute correspondence with applicants.
• Process applications for Clarkston campus Allied Health programs.
• Refer Allied Health students for placement testing as needed, assist with compliance requirements and registration.