At Galen College of Nursing, we educate and empower nurses to change lives. Since 1989, we’ve dedicated our work to delivering high-quality nursing education with a student-first mindset. As one of the largest private nursing colleges in the country, we combine the support of a close-knit learning environment with the strength of a nationally recognized institution, HCA Healthcare.
That same passion for excellence in the classroom extends to our offices. At Galen, you’ll find a culture deeply rooted in collaboration, innovation, and a shared commitment to improving the future of healthcare. Your work directly touches the next generation of nurses, and your contributions help our students pursue their dream of a compassionate career.
If you’re looking for a career where you can make a difference, grow professionally, and be part of a caring team, we’d love for you to apply for the Academic Records Associate position today!
Click here to learn more about Galen!
Position Overview:
As an Academic Records Associate at Galen College of Nursing, you will assist enrollment counselors and other online program staff with collecting and analyzing student documentation throughout the enrollment process.
Key Responsibilities:
- Assist the Manager of Academic Records as needed.
- Performs a variety of technical student record clerical tasks which may include: Review and enter Transfer Credits. Verify licenses for students in degree programs, as required. Enter analytical support information into the current Student Information System. Prepare routine reports for distribution to the appropriate campuses. Prepare, enter, and report required information for Affidavits for Boards of Nursing. Review earned credits/hours and estimated graduation dates, associating enrollments. Run various Ad Hoc Reports for the campuses. Investigate problems/anomalies within the current Student Information System data. Audit files (electronically stored).
- Monitor Immunizations and Background checks, including: Relay information on students flagged for "consideration" to campus for evaluation. Assist in reviewing immunization documents for compliance with clinical requirements.
- Prepare and release transcripts {and verifications} upon appropriate requests.
- Respond to written requests from agencies and individuals regarding student information and records.
- Prepares routine correspondence.
- Assist campuses with records as needed.
- Perform other duties as assigned.
- Demonstrate ethical behavior and confidentiality of information.
- Assist in entering term schedules and workload into current Student Information System and review/update (room grids) based on submitted calendars from campuses.
Position Requirements:
- Education: Minimum of an Associate Degree or four (4) years of administrative support experience.
- Experience: Experience using Ellucian Colleague, OnBase, and other software/systems utilized by Academic Records.
- Skills: Communicate orally with co-workers, customers, clients, or the public in a face-to-face, one-to-one setting or using a telephone. Work cooperatively with other employees, various levels of management, and students. Perform responsible and technical clerical work with accuracy and speed. Work with moderate supervision in a multi-task environment of frequent interruptions and changes in task priority. Accurately perform simple mathematical calculations. Meet stringent deadlines. Communicate effectively in oral and written form. Effectively operate a computer and use appropriate application software. Understand and follow oral and written directions. Exhibit tact and diplomacy while working with persons of varied socio-economic and educational backgrounds. Deal effectively and courteously with students, staff and faculty.
- Work Habits: Observes assigned work hours. Maintains a pattern of prompt and regular attendance. Follows the daily schedule as prescribed. Adjusts to work assignments and/or schedule changes.
- Knowledge of: Modern office practices and procedures, including scanning, and electronic filing systems. Legal provisions, policies, regulations, and guidelines governing the student record management process. Proper English usage, spelling, grammar, punctuation, and mathematical concepts. Standard office machines and equipment, including computers and a variety of related application software specifically Colleague, National Student Clearinghouse, OnBase and Microsoft Office software. Collection and organization of data and information.
- Training: Maintains expertise in assigned area inclusive of computer training to attain or maintain skills necessary to achieve proficiency on performance responsibilities. Participates successfully in professional learning opportunities available to increase skill and proficiency related to assignment.
- Personal Qualities: Demonstrate a positive attitude toward work assignment. Accept responsibility for the work assigned. Maintain appropriate appearance.
- Physical Requirements: Ability to walk, stand, and sit for long periods of time. Ability to speak concisely and effectively to communicate needs. Ability to operate a personal computer and other office equipment. Normal motor skills and eye-hand coordination.
- Degree of Supervision: Minimal.
Benefits
At Galen College of Nursing, we want to ensure your needs are met. We offer a comprehensive package of medical, dental, and vision plans, tuition discounts, along with unique benefits, including:
- Comprehensive medical coverage that covers many common services at no cost or for a low copay. Plans include prescription drug and behavioral health coverage as well as free telemedicine services and free AirMed medical transportation.
- Additional options for dental and vision benefits, life and disability coverage, flexible spending accounts, supplemental health protection plans (accident, critical illness, hospital indemnity), auto and home insurance, identity theft protection, legal counseling, long-term care coverage, moving assistance, pet insurance, and more.
- Free counseling services and resources for emotional, physical, and financial well-being
- 401(k) Plan with a 100% match on 3% to 9% of pay (based on years of service)
- Employee Stock Purchase Plan with 10% off HCA Healthcare stock
- Family support through fertility and family building benefits with Progyny and adoption assistance.
- Referral services for children, elders, and pet care, home and auto repair, event planning, and more.
- Consumer discounts through Abenity.
- Retirement readiness, rollover assistance services, and preferred banking partnerships.
- Education assistance (tuition, student loan, certification support, dependent scholarships).
- Colleague recognition program.
- Time Away from Work Program (paid time off, paid family leave, long- and short-term disability coverage and leaves of absence).
- Employee Health Assistance Fund that offers free employee-only coverage to full-time and part-time colleagues based on income.
Learn more about Employee Benefits.
Note: Eligibility for benefits may vary by location.
Galen College of Nursing is recognized as a 2023 National League of Nursing (NLN) Center of Excellence (COE).
Galen’s Compassionate Care Model Values
- Inclusivity: I foster an environment that provides opportunity for every individual to reach their full potential.
- Character: I act with integrity and compassion in all I do.
- Accountability: I own my role and accept responsibility for my actions.
- Respect: I value every person as an individual with unique contributions worthy of consideration.
- Excellence: I commit myself to the highest level of quality in everything I do.
Learn more about our vision and mission.
Experience the HCA Healthcare difference where colleagues are trusted, valued members of our healthcare team. Grow your career with an organization committed to delivering respectful, compassionate care, and where the unique and intrinsic worth of each individual is recognized. Submit your application for the opportunity below:
Academic Records Associate
Galen College of Nursing
