Nursing & Allied Health Program Specialist

Nursing & Allied Health Program Specialist

Under general direction, coordinates specialized program operations for Nursing and Health Sciences programs with significant accreditation, regulatory, student progression, and cross-departmental impact. The position manages core program components including student and faculty compliance tracking, cohort data management, accreditation documentation, survey administration, quarterly instructional support coordination, and consultation with faculty, program leadership, and external agencies to support program goals and regulatory requirements.

Program Coordination and Participant Tracking

• Work with Nursing and Health Sciences faculty, students, program directors, and outside partners to define needs and coordinate specialized quarterly and annual program activities.
• Create and maintain Nursing Deliverables Lists and Health Sciences Deliverables Lists for each academic quarter.
• Process and track student contracts for Medical Assisting and Nurse Phlebotomy; monitor completion and follow up with faculty and program leadership regarding outstanding items.
• Create clinical groups for Nursing cohorts and coordinate related faculty evaluation setup.
• Coordinate program logistics for CPR training, Candle Lighting, faculty meetings, and other program activities connected to program implementation.
• Monitor student progression and participation by identifying Trigger Cohort students, maintaining tracking spreadsheets and databases, and verifying progression, attrition, and completion data.
• Confirm student movement between key Nursing courses to support planning for instructional resources and progression monitoring.
• Coordinate ordering and roster submission for specialized instructional resources used in Nursing programs.
• Administer and monitor student participation in required program surveys and evaluations, including End-of-Program, Program Resources, Course/Lab, Embedded Course, and Site evaluations.

Consultation, Problem Resolution, and Program Support

• Consult with program leadership, faculty, and staff to identify workflow issues, clarify responsibilities, and recommend solutions that support accreditation, compliance, and student success goals.
• Anticipate documentation, scheduling, and reporting issues and implement reminders, tracking systems, and corrective follow-up before problems affect program outcomes.
• Coordinate with internal and external partners to resolve discrepancies in student coding, faculty documentation, licensure verification, survey completion, and program records.
• Support quarterly and annual planning for course builds, faculty assignments, Canvas access, workload documentation, and program deliverables.
• Monitor changes in regulatory and accrediting body requirements affecting Nursing and Health Sciences programs and assist in adapting internal procedures, forms, and tracking systems.

Procedures, Standards, Reports, Records, and Communications

• Assist in developing and refining procedures for student contract processing, electronic signature workflows, accreditation documentation, survey administration, cohort tracking, and records retention.
• Implement new regulatory and accreditation-related processes, including expanded checklist tracking, documentation collection, and reporting requirements.
• Develop and maintain templates, checklists, spreadsheets, standardized communications, and workflow tools that support consistent program operations.
• Assist leadership in preparation of complex reports, summaries, and supporting documentation for accreditation, regulatory, and internal program review purposes.
• Compile, validate, and maintain graduate cohort, trigger cohort, completion, demographic, employment, and NCLEX-related data for use in program evaluation and required reporting.
• Aggregate and summarize survey and evaluation results for use in program evaluation, accreditation review, and continuous improvement.
• Draft and distribute recurring program communications, instructions, reminders, and deadline notices to faculty, students, leadership, and external partners.
• Prepare and maintain agendas, draft minutes, meeting materials, and related records for program meetings and committees.
• Coordinate updates to Nursing and Health Sciences web and Canvas content to support accurate internal and external program information.
• Process stipend-related tracking and related documentation; maintain purchasing and payment documentation including P-Card logs, invoices, and chartstrings; coordinate travel arrangements, authorizations, and vouchers as requested; and schedule conference rooms and space reservations.

General Duties

• Perform other duties as assigned to support departmental operations and meet the needs of the campus, including program logistics, supplies ordering, and related administrative support.

Required Education and Experience:

• Associate degree in Business Administration, Healthcare Administration, or a related field, or equivalent experience
• Two or more years of experience in program coordination, administrative support, or a related role, preferably in an educational or healthcare setting.

Required Knowledge, Skills, and Abilities:

• Understanding of accreditation, regulatory compliance, and quality assurance processes in educational or healthcare programs.
• Knowledge of data management, records retention, and database tracking systems; familiarity with student information systems and learning management systems such as Canvas.
• Ability to manage multiple concurrent deadlines, proactively identify problems, and implement effective solutions in a fast-paced program environment.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook) and experience creating and maintaining complex tracking spreadsheets, databases, and standardized workflows.
• Strong written and verbal communication skills with the ability to draft clear program communications, meeting materials, and documentation for diverse audiences including faculty, students, and external agencies.

Preferred

• Bachelor's degree in a health-related, education, or administrative field.
• Experience supporting accreditation or regulatory compliance processes in a nursing, allied health, or community college setting.
• Familiarity with NCLEX data reporting, ACEN/ACBSP accreditation standards, or Washington State nursing program regulations.

Physical Requirements

• Ability to operate office equipment, including computers, printers, and telecommunication devices.
• Ability to observe, analyze, and interpret data from various sources.
• Ability to prepare and present detailed reports, both in written and audible formats.
• Ability to exchange information on the phone, through video conferencing, or in person.
• Ability to sit or stand for extended periods while performing routine tasks.
• Ability to lift and carry objects weighing up to 25 pounds.

Terms of Employment

• Full-time position, Monday through Friday, with occasional evenings and weekends.
• Overtime eligible FLSA non-exempt
• Position is subject to Everett Community College policies and procedures.
• Represented by Washington Federation of State Employees Union.
• Performance will be evaluated after a six (6) month probationary period and annually.