Administrative Coordinator, Division of Nursing - Concordia University, Chicago

Concordia University Chicago (CUC) invites applications for the full-time, non-exempt position of Operations Coordinator for the Division of Nursing. This position reports directly to the Director of the Division of Nursing and is in River Forest, IL.

The Operations Coordinator for the Division of Nursing provides support to all stakeholders of the Division, including the Director, Associate Director, faculty, staff, and students. This individual is expected to maintain the day-to-day operations of the division of nursing, coordinating committees, the advisory board, events, and activities while providing strong customer service that is professional, accurate, and timely.

Responsibilities/Duties:

• Organize, manage, and coordinate various and complex academic processes including determining student enrollment and persistence projections and course scheduling within the Division of Nursing, analyzing existing operations to provide support and improvements and ensure the efficient and effective functioning of the division.
• Provide advanced-level office administration skills and leadership including the coordination of data collection and entry, problem solving, report writing, correspondence, and office management duties for the Division of Nursing under the direction of the Director and/or Associate Director of Nursing.
• Implement best practices in data utilization and optimization; coordinate data collection and data management to generate statistical and meaningful information on a quarterly, semi-annual, and annual basis for the quality assurance cycles of program evaluation for the Division of Nursing.
• Handle highly confidential information with discretion and manage, support, and prepare documentation, records, and data input within the student information system (Banner), the clinical tracking system (Tevera), and the ATI learning system.
• Record and assist in the preparation of the Division of Nursing budget.
• Compile, prepare, manage, maintain, and track various Division of Nursing program and faculty related reports and documents, including new hire onboarding, faculty credentialing, and off-boarding documentation. Coordinate faculty searches, including working with search committees to schedule interviews and arrange candidate travel.
• Manage the compilation and prepare documentation for grant applications and new program applications and manage, analyze, and maintain Illinois State Board of Nursing, CCNE, and HLC accreditation reports and documents for the Division of Nursing.
• Manage and maintain current and accurate information for the Division of Nursing website, BSN Handbook, and the Nursing organization on Blackboard. Provide professional communication furthering the college, school, and department's agenda and priorities.
• Serve as the initial representative of the Division of nursing, communicating in person, via telephone, and via electronic communication platforms to provide information to students, faculty, staff, and the public and responding to all inquiries or directing inquiries to the appropriate person or department when necessary.
• Communicate regularly with faculty, staff, and students through announcements, important email reminders at various points throughout the semesters including teaching and learning resources, professional development and training information, University updates and events, etc.
• Coordinate communications, distribute memos and reports, and ensure that all Division faculty and staff, and key personnel are kept current of necessary deadlines and information; manage human resources updates to ensure departmental operating processes are current.
• Schedule and prepare meeting arrangements; take careful and accurate meeting minutes and distribute them accordingly. Coordinate with academic divisions, faculty, and other departments to process various operational requests.
• Provide leadership with the management of the nursing program(s) curriculum, course prospectuses, and course scheduling. Collaborate with the Nursing committees and Clinical Placement office to track and analyze progression and plan for clinical placement.
• Facilitate the development and coordination of the Nursing Advisory Board for the Concordia University-Chicago Division of Nursing under the direction of the Director and Associate Director of Nursing.
• Serve on College and Division committees as assigned and leads task force groups or focus groups as requested; record and transcribe minutes for Division of Nursing committee meetings and nursing program advisory committee meetings. Provide project task recordings and monitoring as required.
• Provide project management and oversight on a wide range of special events, projects, and processes for the Division of Nursing as well as identify and evaluate opportunities to improve policies, forms, or operational processes.
• Manage project timelines to ensure that all systems run efficiently. Serve as a representative of the Division of Nursing during campus events and Division of Nursing events; assist leadership in the planning and execution of such events as necessary.
• Manage event support, coordination, and efficient operational planning for seasonal and key events including the Nursing Pining ceremony. Coordinate outreach to on-campus partners as well as community partners for collaborative events and initiatives.
• Support the Director and Associate Director by managing the Director's schedule, communications, and documents as directed. Provide general support to the division directors, faculty, staff, students, and other stakeholders, and assists with any other projects/tasks as assigned.
• Candidate must support and be committed to the mission and identity of Concordia University Chicago, a university of the Lutheran Church - Missouri Synod (LCMS)

Skill Sets:

• Versatile, adaptable, and professional with initiative to effectively manage a fast-paced division of nursing office.
• Highly organized with the ability to schedule and prioritize multiple tasks and projects in a timely manner.
• Handle highly confidential information with discretion and manage, support, and prepare documentation, records, and data input within the student information system (Banner), the clinical tracking system (Tevera), and the ATI learning system.
• Strong attention to detail and accuracy, with a focus on data quality and data analysis
• Ability to work reliably with minimal supervision including the use of independent judgement, when appropriate, to respond to and manage academic and operational issues.
• Ability to learn quickly, work effectively under pressure, and adapt to a changing environment.
• Superior verbal, written, and interpersonal communication skills with the ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Strong administrative skills, including related computer and technology skills, proficiency in MS Office Suite, including PowerPoint, Word, Excel, Teams, and Outlook.
• Ability to type at an intermediate level to take, transcribe, and distribute meeting minutes.
• Enthusiastic supporter of Lutheran higher education and Concordia University Chicago.

Minimum Experience Required:

• A minimum of 3 years of experience as an administrative assistant, executive assistant, or office coordinator is required; 3-5 years is preferred.
• Prior experience in higher education preferred.
• Prior experience or familiarity with any of the following software platforms: Banner and/or TRELLO, Blackboard or other LMS software, Tevera, and/or ATI preferred.

Education Requirements:

Associate degree and 3 years professional experience or equivalent relevant experience required; bachelor's degree preferred.

Compensation and Benefits:

Starting range is dependent upon individual qualifications and experience. Concordia University Chicago benefit options include, but are not limited to, the following:

• Health, Dental, and Vision Insurance
• Flexible Spending Account (FSA) and/or Health Savings Account (HSA)
• Disability and Survivor Plan (Basic Life Insurance)
• Employee Assistance Program (EAP)
• Retirement Pension Plan
• Retirement 403(b) Savings Plan
• Supplemental Life Insurance
• Accidental Death and Dismemberment Insurance
• Accident Insurance
• Critical Illness Insurance
• Tuition benefits (available for employees and their qualified dependents)

Application Information:

Interested individuals should include a cover letter, resume and references with their online application.

Concordia does not discriminate in the employment of individuals based on race, color, national or ethnic origin, disability, sex or age. As an institution of The Lutheran Church-Missouri Synod, however, and to the extent allowed by law, Concordia University reserves the right to give preference in employment based upon religious affiliation.

Concordia University Chicago does not generally sponsor for employment visas except for positions that oversee, teach or support our international programs.

About Concordia University Chicago:

Concordia University Chicago is a liberal arts-based Christian university founded in the Lutheran tradition. Through its College of Theology, Arts & Humanities, College of Business, College of Education, and College of Health, Science & Technology, Concordia-Chicago offers more than 160 areas of study in small classes taught by professors who are passionate about teaching and student success. All undergraduate and graduate degrees are fully accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.

Concordia University Chicago has been recognized as a College of Distinction since 2010 and is consistently ranked among the Best Regional Universities - Midwest by U.S. News & World Report. For more than a decade, combined undergraduate and graduate enrollment has exceeded 5,000 students. Concordia University Chicago is located in River Forest, 10 miles west of downtown Chicago. Learn more about our commitment to higher education, rooted in the Gospel, at CUChicago.edu.

Steadfast in Jesus Christ as revealed in the Holy Scriptures, Concordia University Chicago promotes academic rigor in its liberal arts and professional programs; grounds students in objective truth, integrity, and excellence; and practices faithfulness to the Confessional teachings of the Lutheran Church - Missouri Synod, as it forms students for vocations in church, family, and the world.