Office Coordinator/ scheduler

Job Overview

The Office Coordinator/Scheduler provides administrative and scheduling support for the nursing program. This position coordinates student, faculty, classroom, laboratory, and clinical schedules while ensuring accurate communication and timely completion of administrative tasks. The Office Coordinator/Scheduler serves as a key point of contact for nursing students, faculty, clinical partners, and other departments and helps ensure the smooth day-to-day operation of the nursing program.

Essential Duties and Responsibilities

• Coordinate and maintain nursing program schedules, including classes, clinical rotations, simulations, exams, orientations, and other program activities.
• Develop and maintain student and faculty schedules while identifying and resolving scheduling conflicts.
• Coordinate clinical placements and schedules with clinical sites, faculty, and students.
• Communicate clinical assignments, schedule changes, room assignments, and other important information to students and faculty.
• Maintain accurate student, faculty, clinical site, and scheduling records.
• Assist with organizing nursing program orientations, meetings, workshops, skills check-offs, and other academic activities.
• Coordinate classroom, laboratory, simulation, and testing space reservations.
• Monitor changes to schedules and communicate updates promptly to all affected parties.
• Serve as a professional and helpful point of contact for students, faculty, staff, and clinical partners.
• Respond to telephone calls, emails, and in-person inquiries and direct questions to the appropriate individual or department when necessary.
• Assist students with routine administrative questions regarding schedules, forms, deadlines, clinical requirements, and program procedures.
• Prepare correspondence, reports, spreadsheets, schedules, forms, rosters, and other program-related documents.
• Maintain confidential student and program information in accordance with institutional policies and applicable privacy requirements.
• Assist faculty and program leadership with administrative projects and special assignments.
• Maintain organized electronic and physical files and ensure records are updated accurately and in a timely manner.
• Assist with tracking student clinical requirements, documentation, certifications, immunizations, background checks, drug screenings, and other required compliance items, as assigned.
• Coordinate communication with clinical agencies regarding student placements and required documentation.
• Assist with onboarding and orientation activities for students, faculty, and clinical personnel.
• Support accreditation, compliance, and program-review activities by maintaining accurate administrative records and documentation.
• Perform other administrative duties as assigned by the nursing program director or designated administrator.

Required Qualifications

• High school diploma or equivalent; associate or bachelor's degree in business administration, healthcare administration, education, or a related field preferred.
• Previous experience in office administration, scheduling, healthcare, education, or an academic environment preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple schedules, deadlines, and competing priorities.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and scheduling systems.
• Ability to maintain confidentiality and handle sensitive student and institutional information appropriately.
• Professional, dependable, and customer-service-oriented approach.
• Ability to work effectively with students, faculty, administrators, healthcare professionals, and external clinical partners.
• Bilingual is a plus.

Preferred Qualifications

• Experience working in a nursing school, college/university, healthcare organization, or clinical education setting.
• Familiarity with nursing clinical rotations and clinical placement processes.
• Experience with student information systems, learning management systems, scheduling software, or clinical placement platforms.
• Knowledge of nursing program requirements, clinical compliance documentation, or healthcare regulatory requirements.

Join us as an Office Coordinator/Scheduler to be a key driver of our operational excellence! Your enthusiasm for organization combined with your proactive mindset will help create a vibrant workplace where everyone can succeed. We’re excited to welcome a dedicated professional who thrives on making a difference every day!

Job Type: Full-time

Expected hours: 40.0 per week

Work Location: In person