Clinical Schedule Coordinator/ Administrative Assistant - Undergraduate Nursing

Clinical Scheduling 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. This position is a full-time weekday schedule with varying start and end times and alternating remote Fridays.

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.

Salary Range: $70,000 - $75,000

Job Location:

• On-site - Woodland Park, NJ
• Full-time weekday schedule with varying start and end times and alternating remote Fridays.

Educational Requirements:

• Bachelor degree is required.
• Master degree is preferred.

Training and/or Experience:

• Minimum of three (3) years of clinical & administrative experience, preferably in nursing/medical/sciences related education.

Knowledge, Skills & Abilities:

• Knowledge of nursing education and accreditation standards.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced academic environment.
• Effective communication and interpersonal skills.
• Ability to work collaboratively with faculty, students, and clinical partners.

Systems Access:

• PeopleSoft
• Canvas (administrative access)
• Engage
• ImageNow
• Microsoft Office 365
• Power BI
• Salesforce
• UKGPro

Berkeley College is an Equal Opportunity Employer and considers applicants for all positions regardless of race, color, religion, creed, gender, age, national origin, marital and veteran status, disability, sexual orientation, gender identity or expression, or any other legally protected status. We believe in fostering tolerance, acceptance, and understanding in our community, by employing individuals who bring unique perspectives to the College.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.