Division of Academic Affairs

Administrative Support Coordinator II

RESPONSIBILITIES & DUTIES:  

General Office Coordination

A full range of moderate to complex clerical and secretarial work assignments involving the use of judgment and discretion in support of an administrative or academic office or individual. 

Independently performs general office support and clerical functions to the School of Arts & Sciences with minimal supervision while managing multiple academic deadlines. Responsible for the full scope of project activities including initiation, execution, coordination, implementation, and evaluation. Coordinates the office support for the program.  Prioritizes workload on a daily basis to ensure the timely response to program inquiries and submits reports as requested.

Coordination of entire clerical and administrative support functions and/or performance of secretarial and administrative work in a large/complex academic, administrative or program office, and/or in a higher level administrative office.  Including, but not limited to meeting minutes, meeting & event scheduling & coordination.  Administrative work often involves evaluation and recommendations related to operational and procedural matters.  Work is performed independently under general direction related to goals.  Large scale, complex projects with broad, visible impact that involve coordination with other departments are planned and executed. Project needs are identified, detailed plans are outlined, projects are initiated and coordinated, and work is delegated. Project is coordinated through initiation, execution, coordination, implementation, and evaluation.

Support staff and work unit priorities are usually set. Full accountability for work flow and completion of work for the assigned support staff.

Lead work direction, training, and guidance to others are provided. Work may involve assistance with work unit staffing decisions and input to performance evaluations. Multiple work unit projects and priorities are handled.

Independent decisions on day-to-day operations are made. Specialized policies and procedures are interpreted and applied.

A broad range of operational and procedural office and administrative problems which may at times require research, analysis, and evaluation of information may need to be solved. Ingenuity in developing solutions is required.

Typically, assignments will require interaction at the highest levels within and outside the university, often in sensitive interpersonal situations

Performs other duties as assigned.

Clinical Coordination

Review and update Affiliation Agreements that are outside the purview of Procurement to review and approve, refer those changes to the Chair for review and approval. Assists Chair to contract with clinical sites. Maintains contract documentation. Ensures that the contract with the facility is current and faculty is aware of requirements of each facility.  Collect clinical site and preceptor evaluation data.

Maintains preceptor database that includes preceptor information required by external accrediting and regulatory entities. Maintains student files including assuring that faculty submitted completed clinical evaluations for each 

student at the end of the semester. Assists Chair in notifying the Board of Registered Nursing regarding changes in facilities utilized by the program, assuring that all faculty teaching in the program are approved to teach in the program, and other regulatory requirements are met. Assists with collecting data needed for annual surveys and accreditation self-studies. Attends new student orientation and presents on clinical requirements. Attends Regional Planning meeting to establish clinical rotation sites twice a year

Nursing Clinical Coordinator Backup

Placement of Students in Clinical Facilities Responsibilities

Under the direction of the Chair, serves as backup to the Nursing Clinical Coordinator to communicate via email, phone and/or in person with nurse educators and/or placement coordinators in hospitals, clinics, schools/universities, and community health agencies to identify student and faculty requirements for placement at the agency/institution in collaboration with clinical coordinator. Under the direction of Chair, identifies facility requirements at each clinical placement location, such as orientation and EHR training, and communicates these clinical entry requirements to faculty and student groups in a timely manner. Keeps a record of these facility requirements, updating them as required when the facility changes their expectations by maintaining an orientation folder in electronic and written form for each facility in collaboration with the clinical coordinator. Confirm placements with nurse educators and/or placement coordinators in hospitals and clinics institutions by timely follow up communications. Issues student surveys and assesses and distributes results, as requested by faculty, for selected preceptor-based clinical courses to ascertain student’s current cell number, city of current residence, day of week “required”, place of employment, and health limitations.     

Communicates confirmed or changed clinical placement requirements with Chair, faculty, and students for all undergraduate placements in the curriculum prior to the start of the semester. For preceptor-based clinical placements, agencies need to be notified of the student, their assigned preceptor and the student’s contact information, name, cell number, and email prior to the start of the semester. Ensure students register in their appropriate clinical sections and that course capacity caps are maintained in accordance to nursing department policy.  

Student and Faculty Health Requirement Record Management

Serves as backup to the Nursing Clinical Coordinator to ensure that students and faculty health records are uploaded into the nursing program database. Communicate with all nursing students and faculty on an ongoing basis to ensure that each student is up to date and that student receives warning when requirements are not met, including immunizations, CPR, health insurance and any other required information. Sends health record and all other placement requirement of each student to placement coordinator/nurse educator at clinical placement facility, on time, as required by the facility/agency. Performs other duties as assigned.

REQUIRED QUALIFICATIONS: 

Education: equivalent to high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Knowledge, Skills, Abilities: Experience to be fully functional in all technical aspects of work assignments. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.  Thorough knowledge of English grammar, punctuation, and spelling. Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages. Ability to independently handle multiple work unit priorities and projects. Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist. Working knowledge of budget policies and procedures. Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports. Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.

PREFERRED QUALIFICATIONS:

Bachelor’s degree from a four-year college or university..

Knowledge of basic medical terminology and types of nursing.

Knowledge of basic hospital organization and hospital/clinic systems.

At least one year of university office experience.

Physical Demands:

Frequent/ Continuous reaching within arm’s distance, frequent sitting in office chair up to 5-7 hours at a time.

Occasional lifting/carrying up to 10 pounds at waist level within office area, continuous use of hands to operate telephone, computer system, filing and writing activities, occasional reaching at or above waist level and shoulder level, occasional bending and/or stooping at the waist, continuous use of hands for grasping, fine manipulation and ability to stand/walk up to 20 minutes at a time, over uneven terrain, and up slopes.

Demonstrate public relations skills using proper etiquette both electronic and interpersonally.

Ability to develop and maintain excellent working relationships with multiple coordinator/nurses at many institutions and communicate clearly, professionally and calmly with people expressing frustration.

Ability to keep updated records and attend to details, create and improve systems for organization of many variables (e.g., maintain accurate and detailed reports and records).

Ability to remain flexible and effectively perform job during unexpected situations or changing conditions,

show a high level of dedication by following through with commitments in a reliable and communicative manner.

Ability to take the initiative to solve or improve problems and situations proactively without needing supervision and

manage time to accomplish tasks efficiently and effectively (e.g., multi-task).

Ability to reach out to appropriate sources or find information needed to be successful.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

Please note:  California State University, Channel Islands (CSUCI) is not currently sponsoring staff or management positions for H-1B employment visas.  Applicants must be authorized to work for any employer in the United States.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Hiring Salary:  $4,367 per month