Nursing Program Office Manager (Program Specialist 2) (Puyallup)

Position Summary The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.
The Pierce College Nursing Program is committed to supporting those from historically marginalized communities in alignment with the Pierce College mission statement.
The successful candidate for this position would need to demonstrate a commitment to supporting the advancement of those from historically marginalized communities and Pierce College's dedication to becoming an antiracist institution.
The Nursing Program Office Manager (Program Specialist 2) works to support the equity-centered mission of Pierce College by providing direct support to the director, students, staff, and faculty of the program.
About the District: Named as a Top 5 Finalist and a Rising Star for the 2019 Aspen Prize for Community College Excellence, Pierce College Fort Steilacoom was recognized for exceptional achievements in student learning, certificate and degree completion while in community college and after transferring to a four-year institution, employment and earnings rates after graduation, and access for and success of minority and low-income students.
Pierce College District was named as a Top 10 finalist for the 2021 Aspen Prize and a Top 25 for 2023.
Want a feel for our District? Take a peek with aerial campus views! Pierce College Fort Steilacoom Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.
Pierce College Puyallup Located on an expansive site with 125-acres of wooded land with beautiful hideaways.
Pierce College at JBLM Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families that are serving our country.
Our colleges enjoy a strong presence in the communities in which they serve and participate in numerous partnerships with business, community, government, and educational organizations.
Essential Functions The Nursing Program Office Manager (Program Specialist 2) will perform their duties while actively supporting Pierce College's integrated institutional values and core themes in the advancement of the Nursing Program including, but not limited to: Actively advance Pierce College's goals for equity and belonging in order to provide access and support for our diverse community of learners.
Participate in committees and task forces to ensure collaboration on reducing barriers and promoting retention of students, faculty, and staff.
Program Management: Assist higher-level staff by coordinating all aspects of program services; provide technical assistance and specialized consultation to program participants, staff and outside entities; recommend resolution for complex problems and issues related to the program.
Front desk responsibilities including responding to pre-nursing inquiries in-person, by phone and email; assist with student applicants by providing information on the application process.
Responsible for providing information and advice to students, staff, program participants and/or the public regarding program content, policies and activities, recommend alternative courses of action; promote the program on campus with outside organizations.
Provide division support to include student inquiries for faculty outside of the program, students checking in for appointments and support for general office questions.
Assist with admissions and onboarding for selective admission students; review checklists for completion; scan and digitally file student paperwork; review, complete and submit paperwork.
Prepare student files for program and accreditation purposes.
Support the collection and processing of Special Assignment documentation to payroll for both full-time and adjunct faculty Order supplies, equipment, pay invoices for memberships and other goods and services making sure purchases are in line with college policies and within available funding amounts.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
Support printing and distribution of event/meeting materials.
Compile, transcribe, and distribute meeting minutes as needed.
Confer regularly with representatives of off-campus organizations and agencies regarding the interpretation and implementation of program and institutional policies.
Facilitate the planning, booking, and requisitions for college-related travel arrangements for the department.
Provide the Nursing Program Associate Dean with support including preparing correspondence on behalf of the Associate Dean; follow-up on inquiries that are made to the program on behalf of the Associate Dean.
; Ensure the Associate Dean is informed of all potential issues that may arise in the program.
Assist Program Manager with preparing and responding to correspondence containing routine inquiries related to admission and registration procedures.
Plan, organize, and coordinate programmatic, regional, or statewide events or conferences related to nursing programs including setting dates and times; arranging for a location, program, speakers, meeting rooms, decorations, etc.
; working with caterers or food directors to develop menus; marketing; coordinating registration, negotiating costs, and developing event budgets; and processing bills/payments/receipts.
Monitor, maintain and initiate expenditures on program budgets.
Coordinate and process purchase requisitions for the entire department.
Maintain and monitor fiscal records on all departmental requests.
Other duties as assigned.
Data and Site Management: Distribute Associate Dean of Nursing program surveys via Assessment Technology Institute (ATI) platform.
Disaggregate data from ATI and post to document management systems.
Enter and retrieve data from electronic data processing systems; establish and update information; generate reports, correspondence and documents.
Maintain complex reporting using various software programs and database programs.
Maintain Nursing SharePoint site to include updating student contact lists; create and update computer system files.
Post information from various programs according to established standard operating procedures.
Coordinate special projects including Achieving the Dream (AtD) data statistics for the program expansion; provide demographic data to the college; anticipate and resolve problems; see projects to completion.
Clinical Support: Assist Clinical Coordinator with data entry regarding tracking of clinical placements.
Assist Clinical Coordinator with downloading/uploading of clinical placement documentation.
Assist with background check documents after first review in first quarter of the program and then again at the start of the second academic year.
Act as back-up to the Clinical Coordinator for clinical placements; track student program entry requirements; communicate with students regarding required ongoing eligibility requirements and documents; coordinate with healthcare organizations for both students and faculty in the Clinical Coordinators absence.
Marketing and Outreach: Assist in writing and editing publications, reports, pamphlets, or newsletters for internal and external distribution.
Order marketing materials to be used at events, such as college open houses, outreach at clinical partner events, and other nursing events.
Accreditation Support: Assist in developing and establishing procedures and policies to implement new programs and/or activities and in formulating new program policies, procedures and standards.
Assist higher-level staff in the preparation of complex comprehensive plans, summaries, recommendations, progress or special reports.
Conduct research and analyze data to identify program needs and participant eligibility for continued program participation.
Track legislative issues and develops or coordinates changes to RCW and WAC rules specific to the program.
Maintain electronic program records and accreditation files.
Required Education: Some college coursework in Business, Business Information Technology, Healthcare, or related field.
Required Experience: One (1) year of customer service experience.
One (1) year of administrative/clerical experience including experience with budgets.
Experience establishing and maintaining complex electronic and/or manual file systems or database files.
Experience using Microsoft Office software (Excel, Word, Outlook, Teams).
Special Requirements: Must pass Health Insurance Portability and Accountability Act (HIPAA) and FERPA training and obtain HIV training certificate within two months of hire.
Covid, Hepatitis B, TB test, MMR, Varicella, Tdap, and Influenza vaccination history The successful candidate must consent to and pass a criminal background check after a conditional offer of employment.
Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability to perform in this position.
Required Competencies: Knowledge, skills, abilities, traits and characteristics: Teamwork- As an active member of a team, has the ability and desire to work cooperatively with others, participates and fosters teamwork, and influences others within a team.
Interpersonal Skills - The ability to notice, interpret, and anticipate others’ concerns and feelings, and to communicate this awareness empathetically to others.
Personal Responsibility - Personal and professional characteristics that are needed to meet the organization’s expectations and demands of the workplace.
Job Management- The employee’s ability to take responsibility for their own performance by setting clear goals and balancing critical job requirements through the proper use of task management, results orientation, stress management and problem-solving skills.
Communication- The ability to concisely and effectively interact with other individuals as well as internal and external organizations.
Computer Skills: Ability to competently utilize Microsoft Word, Excel, Outlook and Teams.
Application Requirements: To be considered for this position, applicants must: Meet the required qualifications as outlined in this announcement.
Complete the online application profile.
Apply for the specific job opening.
Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement.
In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.
Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners.
(Cover Letter) Upload (attach) detailed résumé of all educational and professional experience.
(Résumé) Transcripts are not required in order to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education.
Please upload current copies of your transcripts, if available.
Unofficial copies of all college and university transcripts must include degree received and conferral date.
International transcripts must include a foreign transcript evaluation.
For a list of approved credential evaluation services visit: https://www.
naces.
org/members (Unofficial transcripts acceptable for application process; official transcripts required upon hire).
(Transcripts) Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses.
At least one reference must be your current or most recent supervisor.
Letters of recommendation will not be accepted.
(References) Provide a response to the following question.
(Supplemental Question): Briefly describe how you have worked in your previous or current positions to advance equity, diversity, and inclusion in your organizations and how you would do that in this position.
Please limit response to a maximum of 500 words.
Special note: To ensure consideration, application materials should be received no later than 5:00 p.
m.
on the closing date.
All correspondence regarding your application status will be sent to the email address associated with your NEOED account.
Please make sure to check your spam folder periodically, in the case of an automated, incorrect delivery.
Terms of Employment: This is a full-time (40 hours per week) classified, over-time eligible position with the Pierce College District.
The primary work location will be at Pierce College Fort Steilacoom campus.
Occasional travel to Pierce College campuses or sites may occur.
Work hours are typically between 8:00 a.
m.
and 5:00p.
m.
Monday through Friday with occasional evenings and weekend work, and occasional travel as required.
This position may be subject to reassignment between campuses or sites.
This position requires regular and consistent attendance.
Salary & Benefits: The starting salary range of this position is $3,833.
00--$4,602.
00 a month (dependent upon qualifications), with annual periodic increments up to $4,723.
00 per month.
However, your paycheck is just part of the total compensation package.
There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary.
A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance.
Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided.
For more information, please visit our Benefits and Leave website.
Physical Work Environment: This position is required to work indoors in an open office environment, which requires visual concentration on detail, dexterity, precision, and is subject to frequent noise and interruptions.
Reasonable Accommodation: Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible.
Requests should be made to the District Human Resources Office by calling 253-964-7342.
Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.
Screening & Interview Process: Only those candidates who have complied with the application process and meet the required qualifications will be considered.
Following the review of application materials, the most qualified candidates will be contacted for an interview.
Check the email account you used for the application process for communication regarding the status of your application.
Application materials submitted to Pierce College are the property of the College and will not be returned.
Please note: This is a competitive selection process.
Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position.
Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration.
Conditions of Employment: Pierce College is a “fully vaccinated campus” under the state’s higher education guidance, which means that COVID-19 vaccination is highly encouraged for all employees and students.
Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment.
Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment.
Disclosure is required under Washington State Law RCW 28B.
112.
080.
An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa.
In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
Pierce College has adopted a Drug Free Workplace policy.
As a condition of employment, employees must agree to abide by the requirements established in that policy.
Bargaining Unit: This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).
Equal Opportunity: The Pierce College District is an equal opportunity employer.
The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices.
Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.
For more information about this position or assistance regarding your application, contact Human Resources.
Questions regarding equal employment opportunities or discrimination may be directed to the following: Sean Cooke - Title IX Coordinator (253) 840-8472 Davi Kallman- ADACO/Section 504 Coordinator (253) 912-3715 Deena Forsythe - Interim Vice President for Human Resources (253) 964-6586 Paula Henson-Williams - District Affirmative Action Officer (253) 864-3229