"Clinical Placement Scheduler (Administrative Assistant II or III - Open Rank)"

Clinical Placement Scheduler (Administrative Assistant II or III - Open Rank)

University of Colorado Anschutz Medical Campus

Department: College of Nursing

Position #: 00832598 - Requisition #:39209

Job Summary:

The Clinical Placement Scheduler provides administrative support for the clinical placements process for undergraduate and graduate nursing students, ensuring a smooth, efficient, and timely process.

Key Responsibilities:

Clinical Placements Administration (80%)

• Collaborate with faculty and clinical agencies to meet student placement needs.
• Contribute to accurate scheduling and timely communication with faculty, agencies, and students.
• Manage competing work priorities effectively.
• Maintain strong agency partnerships with excellent customer service.
• Revise workflow documents as needed and maintain strong communication with all stakeholders.
• Execute additional duties as required by the operational needs of the College of Nursing.

Data Coordination (15%)

• Enter and verify student placement data in scheduling systems, ensuring accuracy.
• Address any discrepancies in data entry.
• Generate reports as requested.
• Learn and operate relevant data systems.

Compliance Support (5%)

• Assist with compliance requirements for clinical rotations in collaboration with the Compliance Specialist.

At the Administrative Assistant II level, the systems, operations, and processes are established and defined, but allow some flexibility and latitude in adapting practical approaches or routines for various situations.

At the Administrative Assistant III level, duties are similar to those performed at level II, but the level of decision-making of the job is different. Within limits set by the specific process, choices involve deciding what operation is required to carry out the process. This includes determining how the operation will be completed. In addition to the examples of work performed at all levels, positions at the Administrative Assistant III level:

• Proactively plan for upcoming semesters and communicate placement details, including for custom schedules and Independent Progression Plans.
• Ensure accurate student scheduling, verify accuracy of schedules created by Administrative Assistant II's, adhering to established timelines.
• Prioritize competing demands and complex work assignments.
• Create workflow documents as necessary.
• Participate in student-facing events (e.g., orientation, advisory meetings, town halls).
• Initiate process improvements to enhance departmental efficiency.

Work Location:

Hybrid - this role is eligible for a hybrid schedule of some days per week on campus and as needed for in-person meetings.

Qualifications:

Minimum Qualifications:

Administrative Assistant II: Two (2) years of experience in an occupational field relevant to the role.

Administrative Assistant III: Three (3) years of experience in an occupational field relevant to the role.

Substitution (All Levels): A combination of related education and/or relevant experience in an occupation related to the work assigned, equal to two (2) years.

Preferred Qualifications (All Levels):

• Experience working in an educational setting with students and faculty.
• Experience managing complex scheduling processes.
• Experience scheduling, coordinating, and providing support for small- and large-scale meetings and special events.
• Experience working in a liaison or main point of contact role, answering questions, and providing information and support.

Competencies:

• Communication: Clear, concise verbal and written communication skills.
• Customer Service: Strong commitment to service quality and providing excellent customer support. Ability to handle competing priorities and support faculty and students effectively.
• Organization: Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment. Strong analytical and scheduling skills, particularly in educational settings.
• Attention to Detail: Ensure accuracy in scheduling, data entry, and compliance tasks.
• Interpersonal Skills: Ability to establish positive relationships with various stakeholders.
• Technology: Proficient in Microsoft Office and database software. Knowledge of electronic records management and data systems.

Anticipated Pay Range:

• Administrative Assistant II: $3,321 to $3,653 per month ($39,852 to $43,836 per year)
• Administrative Assistant III: $4,238 to $4,662 per month ($50,856 to $55,944 per year)

This position is eligible for overtime compensation.