Practical Nursing Administrative Coordinator

Job Description

Job Description

Practical Nursing Administrative Coordinator

SUMMARY

The Practical Nursing Administrative Coordinator provides comprehensive operational, administrative, and student support services for the Practical Nursing Program. Reporting to the Practical Nursing Program Administrator, this position coordinates student progression processes, graduation activities, program records, NCLEX preparation and administrative operations, accreditation documentation, and regulatory reporting to ensure the efficient daily operation of the program. The Coordinator serves as a key resource for students, graduates, faculty, staff, and external partners by maintaining accurate records, supporting program initiatives, facilitating student onboarding and graduate support activities, and ensuring compliance with institutional, accreditation, FERPA, and state board requirements while safeguarding confidential information. This role requires a strong commitment to customer service and student engagement, excellent public speaking and presentation skills, and the ability to build positive collaborative relationships across departments. The successful candidate must demonstrate proficiency with educational, student information, communication, reporting, and office technology systems while effectively coordinating events, managing projects and workflow, supporting NCLEX success initiatives, and contributing to program goals and student success outcomes.

RESPONSIBILITIES & DUTIES

Administrative Support

1. Provide administrative support to the Practical Nursing Program Administrator.
2. Coordinate departmental communications, correspondence, calendars, schedules, meetings, agendas, meeting minutes, and departmental deadlines.
3. Coordinate office workflow to ensure efficient daily operations.
4. Support departmental initiatives, strategic planning efforts, and special projects, as assigned.
5. Perform other administrative duties as assigned.

Student Records & Compliance

1. Create, organize, maintain, update, and archive physical and electronic Practical Nursing student records and files, including scanning, uploading, and filing documentation within CVue and other institutional systems.
2. Conduct routine audits of student files to ensure compliance with institutional policies, accreditation standards, Ohio Board of Nursing requirements, and other regulatory requirements.
3. Maintain supporting documentation required for compliance reviews, accreditation visits, audits, and Ohio Board of Nursing surveys.
4. Ensure confidential student records are maintained in accordance with FERPA and institutional policies.

Orientation & Student Onboarding

1. Assist with planning, coordinating, organizing, and facilitating Practical Nursing student orientations.
2. Prepare, create, maintain, and distribute orientation materials, onboarding documents, presentations, forms, handouts, student folders, name tags, and other required resources.
3. Present information during orientation regarding the Practical Nursing NCLEX Prep Program, graduation requirements, student success resources, and available support services.
4. Monitor completion of onboarding requirements and documentation, including drug screening requirements, while coordinating with the College's designated vendors, Admissions Department, Campus Leadership, and other departments as needed.
5. Assist students with questions regarding orientation, onboarding requirements, institutional processes, and available resources to promote a positive student experience.

NCLEX Administration & Graduate Support

1. Coordinate the Practical Nursing NCLEX Prep Program.
2. Work closely with NUR140 faculty to ensure graduates understand NCLEX preparation requirements and expectations.
3. Coordinate tutoring schedules, boot camps, study sessions, focus groups, and other graduate support activities.
4. Assist graduates throughout the NCLEX application process, including BCI/FBI clearances, required documentation, and testing requirements.
5. Provide and maintain centralized NCLEX preparation materials, resources, and graduate support tools.
6. Monitor graduate progress, coordinate communications regarding NCLEX readiness, maintain tracking systems, and track NCLEX outcomes.
7. Assist with the implementation of strategies designed to improve NCLEX pass rates and graduate success outcomes.

Communication, Documentation & Reporting

1. Follow Valley College communication standards and maintain professional communication with students, graduates, faculty, and staff.
2. Document student and graduate communications, activities, and outcomes in Campus Conext, CVue, and other institutional systems, and complete follow-up activities as requested.
3. Prepare daily, weekly, monthly, quarterly, and annual reports for the Practical Nursing Program Administrator, campus leadership, accreditation agencies, and regulatory bodies.
4. Maintain documentation supporting NCLEX tracking, graduate outcomes, and program compliance requirements, including collection and distribution of NCLEX success stories as requested.

Professional Development & Departmental Support

1. Develop a professional development plan (self-development and professional growth plan).
2. Provide documentation demonstrating execution of the professional development plan.
3. Attend and participate in departmental, campus, and PAC meetings, orientation events, departmental activities as requested and required professional development and compliance-related webinars.
4. Provide departmental, faculty onboarding, and administrative support as needed.

Other duties as assigned.

JOB SPECIFICATIONS

Competencies

1. Professional Communication.

2. Detail-Oriented and Organized.

3. Critical Thinking and Problem Solving.

4. Ethical Conduct.

5. Confidentiality and Discretion.

6. Independent and Collaborative Work.

7. Emotional Intelligence.

Supervisory Responsibility

This position does not have direct supervisory responsibility. The position will work with the PN NCLEX team and collaborates with the academics? team to support student success.

Work Environment & Physical Requirements

This position operates within a professional office environment and academic environment setting. The role also involves regular engagement with team members, faculty, staff, administrators, and students. Standard office equipment is used routinely, including?but not limited to?computers, real-time communication systems, phones, printers, projectors, and online platforms. The position may perform procedures or processes and operate or demonstrate the use of appropriate equipment as designated by the curriculum. The employee must be able to:

• Remain in a stationery or mobile position for extended periods to perform job duties.
• Occasionally move, position, or adjust items such as files, office supplies, or equipment.
• Maintain sufficient visual acuity to read, review, and prepare documents.

Reasonable accommodation requests will be considered in accordance with ADA guidelines.

Travel

This position may require travel between the two Ohio locations. It may require occasional travel to off-site work-related locations such as professional development events, or campus events.

Position Type/Expected Hours of Work

This is a non-exempt, full-time, salaried position. This is an onsite position. Workdays and hours may vary, depending on the academic term and student needs. Standard business hours are Monday, Tuesday, Wednesday and Thursdays, 8:00 a.m. to 5 p.m. and Friday 8:00 a.m. to 3:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Requirements: Education, Licensing, Prior Work Experience & Other

• Education Preferred: Associate degree (or higher) in nursing, healthcare, education, business administration, or a related field.
• Licensure: No Licensure requirements.
• Prior Work Experience: Preferred: minimum of two years of administrative experience, preferably in higher education or healthcare.

Valley College will verify education and prior work experience.

Supervisory Control

Direct Report: PN Program Administrator

Oversight: Campus Management

May receive collaborative direction from campus management to support institutional goals.

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. They may change, or new ones may be assigned at any time with or without notice.