Administrative Program Coordinator

Clinical Administrative Coordinator

Position Summary

This position assists with the clinical administrative details of the Baldwin Wallace Nursing Program. Under the supervision and direction of the Department Chair, this individual provides administrative assistance to program faculty including the Chair/Program Director, the Director of Clinical Education (DCE), and the coordinators (Learning Lab, ABSN, TBSN). Effective communication is essential and extends to communications within the department, within the university and with external stakeholders, including clinical affiliates. This position requires coordination and execution of tasks to support nursing clinical education, and any other program functions as necessary.

Essential duties, tasks, and responsibilities: Provides high-level administrative clinical support to the Department of Nursing Chair, in the areas of admissions, onboarding, clinical placement, progression, and graduation of students in the BSN program. The following outlines the essential functions of the position and is not to be considered a detailed description of all duties inherent in the position.

General Administrative Clinical Support

• Assist the Chair/Director and Director of Clinical Education by coordinating office services such as record control, information gathering, clinical student and adjunct placement and workflow.
• Develop and maintain correspondence for the department and program faculty and students.
• Draft, format, and proofread reports, correspondence, course syllabi, and other confidential documents.
• Collect, compile, and prepare materials for the Department concerning statistical data, personnel and student data, or specialized information upon request.
• Gather and prepare information to requisition materials, supplies, and equipment.
• Facilitate on campus clinical affiliate recruitment events.
• Respond to adjunct and student phone calls, mail and clinical coordination procedures.
• Maintain confidential records of student grades and other required documentation in student files and ACEMAPP
• Organize cohort clinical on-boarding, file maintenance, and conduct file audits.
• Maintain functional knowledge and skills related to computer systems and programs needed to conduct office affairs.
• Perform other duties as assigned by the Chair/ Program Director and/or Director of Clinical Education.

Program Clinical Coordination Support

• Draft and manage the clinical schedule for each cohort in collaboration with department faculty, coordinators and clinical adjunct faculty.
• Distribute schedules and other communications to faculty, adjunct faculty and students.
• Assists with organization and facilitation of the clinical orientation programs for incoming class cohorts.
• Assist the Director of Clinical Education in the preparation of statistics and reports for the Ohio Board of Nursing, the Commission on Collegiate Nursing Education (CCNE), and BWU Administration.
• Create and maintain reports and documents as needed for tracking with OBN and CCNE including but not limited to:
  • Adjunct teaching information and credentials
  • Preceptor charts
  • Clinical affiliate and clinical unit usage
  • Clinical evaluation forms
• Interpret policies, rules, and regulations in response to inquiries from others.

Clinical and Support

• Facilitate and validate incoming student health information, background check results, CPR certification, drug test outcomes, etc. that is required for student clinical assignments each term. Track student compliance with these various onboarding requirements and update students accordingly.
• In conjunction with the DCE, assist with the development of student clinical rotations and track student hours in the clinical settings associated with each course and specialty.
• ACEMAPP clinical management system:
  • Collect, enter, and maintain all ACEMAPP on-boarding students and clinical adjunct faculty.
  • Request all ACEMAPP previous rotations and create new clinical rotations as needed.
  • Enter all data, students, clinical information into the ACEMAPP clinical rotations.
  • Maintain communication with clinical affiliates regarding clinical rotations (changes in times, dates, units, etc.)
• Verify Preceptor credentials and maintain documentation of preceptor data.
• Monitor and maintain student clinical absenteeism records and alert faculty coordinators and the chair of issues related to absenteeism.
• Collect and audit required paperwork and communicate with appropriate students and faculty for resolution.
• Assists with renewing clinical affiliation agreements. Maintains records of current agreements and expiration dates.

Qualifications

• Bachelor’s degree preferred. An associate degree with 10 or more years of administrative assistant or relevant experience in a health care environment.
• Strong oral and written communications skills.
• Strong decision-making skills and good judgment.
• Perform duties in an atmosphere of team-like cooperation.
• Extensive experience with Microsoft Office software including Word, Excel, and PowerPoint and related electronic applications.
• Ability to prepare and maintain statistical reports.
• Excellent attention to detail with the ability to establish priorities, manage time, and attain goals.
• Strong organizational skills.
• Ability to maintain confidentiality of student and departmental information.
• Professional presentation and communication skills.
• Must successfully complete a background check.

Preference will be given to applicants with:

• Additional experience in an academic setting or similar field.
• Previous experience with educational software programs preferred.
• Management and supervisory skills with the ability to interact with the public.
• Previous data management skills.
• Public relations skills and/or knowledge.
• Knowledge of medical terminology.

Working Conditions and Physical Effort:

Atmosphere of teamwork and cooperation, some overtime may be required. Pressure may be expected due to the frequency and number of faculty, staff, students, visitors, and telephone calls, in addition to the various job-related deadlines. Work is normally performed in a typical interior/office work environment. No or very limited physical effort required. No or very limited exposure to physical risk.

How to Apply:

Review of complete applications will begin immediately and continue until the position is filled. For the strongest consideration, applicants should submit materials by May 12, 2025. Please submit the following materials, assembled into one (1) Word document or PDF attachment at the time of application. Once an application is submitted, applicants will not be able to edit attachments.

• A resume
• Names and contact information for three current professional references

BW’s Employment and Careers’ web page may be accessed at https://www.bw.edu/employment

Baldwin Wallace University is an EEO employer and educator. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities, and as we engage our community partners. Learn more at Diversity Affairs - https://www.bw.edu/about/diversity/