Program Specialist 2 - Healthcare Division

Program Specialist 2 - Healthcare Division Salary: $43,716-58,380* Classification: Full-time Classified Reports to: Interim Executive Dean Nursing & Allied Health This position will remain open for a minimum of seven (7) days. The College reserves the right to close the recruitment at any time after the minimum posting period once a sufficient applicant pool has been established. All classified positions will start their salary at Step A. This position provides administrative and operational support to multiple Healthcare Division programs by coordinating documentation, course scheduling, admissions support, meetings, and student engagement activities to support effective program operations and student success. * Maintain student and faculty files to ensure accurate, complete, and compliant documentation * Develop, reorganize, and maintain filing systems for student records, managing over 400 individual files, including those for expanding healthcare programs, to support accreditation requirements. * Review and file administrative and student documentation from Canvas into appropriate student and faculty records. * Communicate with faculty and students via Canvas, email, or phone to obtain missing or incomplete documentation; escalate unresolved issues to the Dean or Associate Dean as appropriate * Provide guidance to faculty and students regarding documentation requirements and related processes. * Conduct regular audits of student and faculty files to verify completeness, accuracy, and proper organization. * Coordinate annual background checks for faculty as required by clinical placement guidelines. * Maintain tenure-related and personnel documentation for faculty in accordance with division requirements. * Coordinate academic program operations, evaluation processes, admissions support, and instructional resources to ensure efficient program delivery, regulatory compliance, and effective collaboration across the Healthcare division. * Collaborate with division deans, directors, and Instructional Support Services (ISS) to maintain accurate quarterly course scheduling and updates in the ctcLink system. * Develop, launch, and manage mid-point and end-of-program evaluation surveys ensuring timely data collection and reporting. * Create and administer clinical site evaluations for faculty in collaboration with the Nursing ECC Committee and provide quarterly evaluation summary reports to ECC leadership for review. * Support selective admissions processes across healthcare programs by reviewing applications, redacting sensitive applicant information, scoring materials, assisting with re-scoring as needed, and coordinating with program leadership and Selective Admissions staff. * Assist with development and maintenance of admissions processes and related communications, including creating acceptance letter templates and supporting application workflow improvements. * Review and edit division communications, accreditation materials, policies, and outreach documents. * Serve as the primary point of contact for division inquiries via phone, email, and in person. * Respond to operational, administrative, and technology-related inquiries by providing guidance, coordinating solutions, or referring issues to the appropriate department. * Coordinate room reservations, business card and name tag orders, work orders, and duplicating requests. * Develop program materials such as clinical observation cards and recognition certificates. * Assist with recruitment activities, including interview coordination and participation on hiring committees. * Coordinate the division textbook adoption process by ensuring timely faculty submissions, communicating requirements, and serving as liaison with the campus bookstore to resolve issues. * Provide administrative, operational, and customer service support to ensure effective Healthcare Division operations and stakeholder communication. * Facilitate Healthcare Division meetings and faculty tenure support activities to ensure effective communication, documentation, and program continuity. * Coordinate quarterly committee, tenure, program, and division meetings in collaboration with administrators and committee chairs, including scheduling, calendar management, and distribution of meeting materials. * Serve as the division office representative at meetings and prepare accurate meeting minutes and documentation. * Maintain tenure-related Canvas course shells and associated materials to support faculty tenure processes. * Coordinate student engagement events, program orientations, and division activities to support student success, stakeholder collaboration, and Healthcare Division program operations. * Coordinate new student orientations in collaboration with division administration, including scheduling, room reservations, preparation of materials, student check-in support, presentations, and documentation. * Collaborate with the Career Center to coordinate employer panels for healthcare programs, including employer outreach support, logistics coordination, and event setup assistance. * Coordinate logistics for program pinning ceremonies, including communications, invitations, program materials, facility and IT coordination, purchasing approved supplies, and event setup and support. Minimum Qualifications * High school diploma or equivalent * Two years of increasingly responsible experience in an administrative or office setting, or related experience in medical office. * Intermediate computer proficiency, Microsoft Office preferred. Preferred Qualifications * Specialized knowledge regarding health care agency documentation for student clinical placement. * Experience in a medical or nursing office. * Experience working in a community college. * Experience working in CTC. Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered. This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $43,716-$58,380 annually. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Association (WPEA) Union. Classified positions qualify for the following benefits: Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave - vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available. For more information regarding benefits, please visit our website here. Conditions of Employment * Prior to a new hire, a background check including criminal record history will be conducted. 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. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327. * The employee must reside in Washington State and within a reasonable distance of the campus to respond to workplace reporting requirements at the time of hiring. Frequent travel to Olympic College campuses or other sites may occur. How To Apply To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials: * Olympic College Online Application * Resume * Cover Letter - in your cover letter describe how your experience sets you apart for this position. * Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate. EEO Statement Olympic College values equity and is an Equal Opportunity Employer and Educator. Olympic College provides equal opportunity in education and employment and does not discriminate based on race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment include but not limited to unwelcome sexual conduct. Provides reasonable accommodations for qualified students, employees, and applicants with disabilities n accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Erin Pohl, Title VII and Title IX, building 5, room 528A, 360-475-7303. Olympic College is a smoke-free/drug-free environment. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice. Olympic College Human Resources 1600 Chester Ave Bldg. 5 - 5th Floor Bremerton, WA 98337

Created: 2026-04-15