Clinical Schedule Coordinator/ Administrative Assistant - Undergraduate Nursing

Berkeley College, a career-focused institution of higher education, with locations in NJ, NY, and Online, is seeking a full-time Clinical Scheduling Coordinator/Administrative Assistant - Undergraduate Nursing in the School of Health Studies to work on-site at our Woodland Park, NJ campus. Reporting to the Dean, School of Health Studies, the Clinical Scheduling Coordinator/Administrative Assistant works with the Chair of Nursing in providing support efficiently and effectively for the Chair, faculty, and students. 

Primary Duties and Responsibilities 

Clinical Sites:

• Identify, recruit, and tour potential new clinical sites.
• Collaborate with agency staff to establish new clinical contracts, renew contracts, and maintain currency in all contractual agreements.
• Coordinate with clinical sites to plan and schedule student clinical rotations.
• Submit clinical requests to sites, with the date, time, and specialty unit requested
• Identify nurse educators at each facility
• Attend all required meetings at clinical sites.

Clinical Program Coordination

• Identify potential student learning experiences in established clinical sites.
• BSN: acute care/hospital settings 
• PN: long-term care, short-term care, and hospital settings
• Other nursing programs 
• Develop and manage clinical schedule, based on enrollment trends.
• Monitor current enrollment and track readmitted students.
• Collaborate with Admissions regarding student eligibility (e.g., financial holds). 
• Prepare and manage all site-specific student documentation for clinical placement.
• Submit required quarterly reports to clinical sites.
• Schedule clinical orientations and communicate details to students and faculty.
• Maintain and verify clinical compliance records, including:
  • CPR certification 
  • Health Clearances
  • Background checks
  • Required Training modules
• Submit clinical clearance attestations to sites.
• Maintain organized clinical rotation records and files.
• Coordinate student and site-specific ID badge processing. 

Administrative Responsibilities:

Faculty Coordination:

• Notify the Department Chair of clinical faculty staffing needs.
• Maintain an updated database of approved clinical faculty by specialty.
• Coordinate onboarding and orientation for new clinical faculty.
• Schedule and support routine meetings with clinical faculty.
• Distribute, collect, and maintain:
  • Student evaluations
  • Agency evaluations
  • Clinical teaching evaluations
• Support faculty compliance with attendance and clinical make-up documentation.
• Assist with annual clinical faculty evaluations. 

Administrative Support:

• Serve as the first point of contact for the department.
• Perform administrative functions including:
  • Reception
  • Record management
  • Correspondence
  • Quarterly reporting
• Coordinate faculty observation schedules and respond to faculty inquiries.
•  Manage departmental meetings:
  •  Maintain calendar
  • Send meeting notices
  • Record minutes
  • Arrange catering as needed
•  Assist in planning and execution of departmental events, including:
  • Health Fairs
  • Ceremonies
  • Chat & Chews
  • Advisory Board Meetings
• Coordinate equipment maintenance with internal departments and external vendors.
• Collaborate on ordering laboratory and departmental supplies.
• Manage PeopleSoft-related inquiries for the Department Chair.
• Ensure compliance with accreditor record retention policies.
• Maintain accurate documentation through scanning and filing procedures.
• Support resolution of issues related to:
  • Academic performance
  • Clinical compliance
  • Clinical competencies
• Perform additional duties as assigned by the Chair and/or Dean.

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