Position Summary

The Program Specialist reports to the Director of Nursing & Allied Health. In addition to providing administrative support to the Director, the Specialist manages the clinical schedules for faculty and students in Nursing & Allied Health, maintains student immunization and certification records, manages the admissions process, and ensures that supplies and materials are fully stocked. Administrative skills, technical ability, and a positive interpersonal approach are key to this role.

This is a regular, full-time (40-hour), benefits-eligible position. Flexible work arrangements and/or reduced hours may be considered in alignment with College procedures. Please join our diverse team of faculty and staff to make CCC an even stronger community of opportunity!

First Application Review: December 13, 2022 - Open until Filled

Coconino Community College is a major provider of healthcare professionals throughout Coconino County and is known for its quality graduates. CCC graduates approximately 30 Registered Nurses, 60-80 CNAs, and 20 Medical Assistants each year, and plans are underway to add additional Allied Health programs to serve local health care facilities. Located in beautiful Flagstaff, Arizona, the College focuses on serving local students with high-caliber faculty and staff.

Wages & Benefits

Full Salary Range: $18.25 - $26.27 per hour

Anticipated Hiring Range: $18.25 - $22.26 per hour depending on qualification

Cafeteria Plan: In addition to the base compensation, benefits-eligible employees receive an extra $5,640 per year to put toward benefit costs or to be used as additional take-home pay

Paid Holidays: 21 (including a full week off between Christmas and New Year’s Day and over Spring Break)

Vacation & Sick Leave: Approximately 12 paid vacation days & 9 paid sick leave days accrued annually

Health Insurance and Other Coverage: see https://www.coconino.edu/benefits/full-time-benefits

Essential Duties and Responsibilities

Administrative Support:

Provide administrative support to the Director of Nursing & Allied Health as directed.

Assist the Director with managing departmental budgets. Enter purchase requisitions and manage procurement card purchases within Nursing & Allied Health.

Assist the Director with completing and submitting hiring and other personnel forms.

Schedule meetings, locate rooms for meetings, and assist with resolving classroom conflicts.

Take notes at department and faculty meetings.

Handle travel arrangements and travel claims for instructors and Director in compliance with state travel rules and policies.

Coordinate certification testing with faculty and testing vendors.

Assist with student orientations, Nursing Pinning Ceremonies, and other departmental events.

Support Nursing & Allied Health faculty as requested.

Clinical Scheduling:

Maintain clinical contracts with the multiple facilities utilized by the faculty for student clinical experiences and coordinates the bi-annual contract renewal updates as mandated by the Arizona State Board of Nursing.

Build and maintain clinical and externship schedules in communication with faculty and clinical facilities.

Student Records:

Collect and maintain student records including immunizations, fingerprint clearances, professional certifications, skin tests, mask fit specifications, etc. Ensure that all certifications and immunizations are current.

Follow up with students who need to submit updated certifications, immunizations, or other records.

Upload student documents into electronic systems such as Headmaster and Typhon.

Maintain the confidentiality of student records in accordance with appropriate regulations, including FERPA.

Nursing & Allied Health Admissions:

Respond to inquiries and requests for information regarding Nursing & Allied Health programs.

Refer prospective Nursing & Allied Health students to Academic Advising to guide them as they complete their prerequisite coursework.

Manage ATI TEAS testing for prospective Nursing students.

Collect and manage admissions applications and documentation.

Support the Director and program faculty in reviewing admissions applications and making admissions determinations.

Communicate with applicants in a timely and professional manner.

Supplies & Materials:

Establish and maintain inventories of supplies and materials for each program including quantities and locations. Work with faculty to organize supplies in such a way that they are easily accessible and obvious when it is time to order more (similar to stocking a health care facility).

Order supplies and manage receiving and verifying completeness in cooperation with CCC Shipping & Receiving. Restock supplies in the correct locations.

Order textbooks and other instructional materials for students and faculty.

Coordinate with the uniform vendors for student and faculty uniforms.

Other Duties:

Participate in campus meetings and College committees and plans special events in conjunction with external departments and agencies.

Create and participate in a positive, collaborative, and diverse workplace environment.

Participate in relevant professional development.

Other duties as assigned.

Knowledge, Skills and Abilities

Proficient with Microsoft Office and Zoom software.

Excellent organizational skills and attention to detail.

Ability to manage budgets and follow purchasing procedures.

Outstanding customer service skills and ability to maintain a positive approach at all times.

Experience with various forms of technology and with standard office devices such as copiers, fax machines, and printers.

Minimum Qualifications

Associate’s degree and two years of related full-time experience or any combination of education and experience sufficient to successfully perform the essential functions of the job and/or as approved by the Human Resources Department.