Nursing Education & Healthcare Program Coordinator

Primary Accountabilities

• Serves as a primary point of contact for students, faculty, clinical partners, and internal college departments, ensuring timely communication, accurate recordkeeping in compliance with KSBN, KDADS, and national accreditation standards.
• Supports the effective operation of pre-licensure nursing programs including Practical Nursing (PN) and Associate Degree Nursing (ADN) as well as healthcare program offerings.
• Covers academic, clinical, and administrative processes across didactic, lab/skills/simulation, and clinical learning environments.

Program Operations & Scheduling

• Coordinates clinical placement coordination, including collaborating with clinical partners to secure placements and supporting affiliation agreement processes.
• Tracks and monitors compliance requirements such as immunizations, background checks/KBI, drug screens, BLS, OSHA/HIPAA training, health insurance coverage, and escalates non-compliance as needed.
• Utilizes compliance and placement systems like myClinicalExchange and clinical partner portals to ensure secure handling and transfer of healthcare records in compliance with HIPAA and FERPA.

Student Services & Advising

• Serves as the first point of contact at the program office, greeting visitors professionally and providing general information.
• Answers phones and voicemail promptly; routes calls and emails to appropriate personnel.
• Supports application, admission, registration, progression, and graduation processes.
• Prepares KSBN licensure application-related documentation for graduating cohorts.
• Affords support for student orientation, bootcamps, and licensure preparation activities.
• Coordinates logistics for testing, standardized assessments, and pinning ceremonies (including ordering pins).

Accreditation, Compliance & Quality Improvement

• Affords support for accreditation and regulatory activities, including ACEN reporting, KSBN re-approval, and site visit preparation.
• Maintains program policies and procedures and supports consistent implementation across programs.
• Compiles and validates outcomes data, including retention, graduation rates, NCLEX pass rates, employment outcomes, clinical evaluations, and end-of-program student learning outcomes.
• Ensures secure retention of student, program, and office records in accordance with federal, state, and accrediting body requirements.

Data Management & Reporting

• Maintains accurate student and program records in shared drives and the learning management system (e.g., Canvas).
• Prepares routine and ad hoc reports for leadership related to admissions, retention, completion, licensure outcomes, and job placement.
• Collaborates with Marketing and IT to maintain accurate and current program webpages.
• Organizes and maintains filing systems for program records; ensures timely filing, copying, scanning and shredding of confidential documents in compliance with program policy.

Faculty & Administrative Support

• Coordinates meeting agendas, materials, minutes, and follow-up actions for program committees and advisory boards in accordance with accreditation standards.
• Compiles purchasing requests; processes travel arrangements, reimbursements, and vendor communications.
• Collaborates on travel logistics for the department, including registration, arrangements, and reimbursement processing.
• Tracks budgets related to program operations and events.
• Affords support for grant-related documentation and budget tracking as assigned.
• Develops and maintains shared templates, forms, standard operating procedures, and training resources.
• Independently manages office and lab supply inventory, including ordering and replenishment, to minimize faculty involvement in routine supply requests.
• Organizes and maintains filing systems for program records; ensures timely filing, copying, scanning and shredding of confidential documents in compliance with program policy.
• Performs routine copying, scanning, and document preparation for faculty and administrative needs.
• Provides administrative support to the Dean and/or Program Director, including meeting preparation, scheduling assistance, and follow-up on action items.
• Assists with basic training and troubleshooting for faculty on program-related software systems (e.g., LMS, Outlook, calendars, Teams, nursing shared drive, and OneDrive/SharePoint).

Communication & Events

• Drafts and distributes program communications, announcements, and newsletters.
• Collaborates with Marketing and IT to maintain accurate and current program webpages.
• Organizes orientations, pinning ceremonies, recruitment activities, and Program Advisory Committee meetings.

Qualifications

• Associate degree and a minimum of two (2) years of administrative or coordination experience, or an equivalent combination of education and experience.
• Experience in higher education, healthcare, or an accreditation-driven environment preferred.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), databases, and learning management systems (e.g., Canvas).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills with high attention to detail.
• Ability to use sound judgement, discretion and strong organizational skills.
• Demonstrated ability to handle confidential information in compliance with HIPAA, FERPA, and institutional policies.

Preferred

• Bachelor’s degree.
• Experience coordinating clinical placements and affiliation agreements.
• Familiarity with ACEN standards, KSBN regulations, KDADS requirements, and compliance systems (e.g., myClinicalExchange).
• Experience with scheduling systems, electronic workflows, and basic data analysis or reporting tools (e.g., Excel, Power BI).