Healthcare Scheduling Coordinator
SUMMARY (Open until filled)
Serve as the Healthcare Scheduling Coordinator for Gaston College Health Education programs in the Division of Health and Human Services (HHS). Serve as the liaison between Gaston College HHS Division and healthcare facilities providing co-op, apprenticeship, and clinical experiences.
- Develop, implement, and coordinate clinical placement for students enrolled in Health and Human Services (HHS) programs.
- Recruit and onboard adjunct clinical faculty and preceptors. Coordinate the hiring process for adjunct clinical faculty and preceptors. Serve as a resource, support, and primary Gaston College contact for adjunct clinical faculty and preceptors.
- Secure substitute faculty as necessary (in cases of faculty illness, etc.) to ensure clinical and preceptor student experiences can be held on time.
- Collaborate with the divisional Clinical Compliance Specialist to ensure all students and faculty are current with their clinical compliance requirements prior to entering a clinical setting.
- Collaborate with faculty to identify the number of clinical placements needed each semester in accordance with the curriculum and expected enrollment.
- Develop and coordinate schedules for on-site clinical/practicum activities using the required software.
- Collaborate with healthcare facilities and faculty to assure safe and effective student clinical rotations.
- Maintain electronic and hard copy student and faculty clinical files and databases as required to ensure compliance with program, agency, state, college, and accreditation requirements.
- Maintain record of student and faculty completion of required agency orientation modules or trainings.
- Monitor clinical software to ensure that all students have submitted required clinical hour logs weekly and that course faculty upload files for the College Registrar and audit purposes each semester.
- Work with divisional leadership to ensure that all required clinical evaluations, clinical site evaluations, preceptor evaluations, and other end-of-semester paperwork is complete and filed each semester.
- Generate, modify, and maintain accurate documents for internal and external use.
- Perform routine internal audits of files to ensure continued compliance of student and faculty members in clinical setting. Maintain confidentiality of all records.
- Proactively communicate with colleagues, supervisor, and students for continued efficiency requirements.
- Serve on the Regional Area Health Education Center (AHEC) committee and attend quarterly meetings.
- Attend clinical placement meetings at clinical agencies as needed.
- Work closely with the Director of Nursing and Health and Human Services Associate Deans to monitor clinical agency contract requirements.
- Provide administrative support in meeting the mission of the health education programs.
- Troubleshoot clinical placement issues.
- Organize and facilitate preparation for selected events such as orientations, meetings, etc., under the direction of the Director of Nursing, HHS Associate Deans, and Dean of HHS.
- Provide annual orientation and assist with evaluation for clinical faculty and preceptors.
- Collaborate with the Institutional Effectiveness Office regarding data related to health education programs.
- Create and manage system for faculty files.
- Provide updates and periodic training to at least one other HHS designee who can perform duties and/or monitor databases in their absence.
- Treat students and colleagues with tact and respect; maintain collegial relationships; and work productively as a member of a team.
- Participate in scheduled department, division, and College meetings.
- Participate in activities that enhance the College’s service to students and the community.
- Serve on College committees.
- Perform other duties as assigned.
MINIMUM EDUCATION QUALIFICATIONS
- Associate degree from a regionally accredited institution required.
- Bachelor’s degree from a regionally accredited institution preferred.
MINIMUM EXPERIENCE QUALIFICATIONS
- One to three years of prior administrative experience, preferably in an academic environment, required.
- Proficiency and advanced skills in Microsoft Word, Excel, Outlook, and Adobe Acrobat required.
- Excellent interpersonal and customer service skills with the ability to interact well with multiple constituencies (faculty, staff, students, public) in person and virtually required.
- Proven attention to detail, accuracy and timeliness required.
- Excellent organizational and follow-up/follow-through skills to ensure timely completion of assignments required.
- Ability to establish priorities and meet deadlines, strong follow-up, and follow-through to completion skills necessary required.
- Solid problem-solving skills and the ability to analyze components and arrive at a logical course of action while knowing when to ask for assistance or direction required.
- Ability to effectively prioritize multiple competing tasks and demands required.
- High level of energy and initiative, and willing and able to work with minimal supervision while contributing positively to a cooperative, high-functioning team required.
- Experience in using Blackboard preferred.
- Familiarity with HIPAA and FERPA regulations and guidelines preferred.
- Experience assisting with formatting and producing large reports, programs, and grant applications preferred.
- Generally, working in a traditional climate-controlled office environment and requires the ability to sit for extended periods.
- Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 25 pounds required.
- Work environment can be stressful at times in dealing with a wide variety of challenges and deadlines.
- In addition to regular office hours, position sometimes requires overtime and/or evening hours.