Clinical Scheduler and Administrative Assistant

Position Details:

The Part-Time EMS Clinical Scheduler & Administrative Assistant will support the Clinical Coordinator in scheduling clinical shifts for EMS students while also assisting with administrative tasks to ensure smooth departmental operations. This role requires a high level of organization, attention to detail, and strong communication skills to effectively coordinate student availability, maintain compliance with clinical requirements, and support faculty and staff with administrative needs. The ideal candidate will possess a proactive approach to problem-solving and a passion for supporting student success in emergency medical services

Responsibilities:

• Assist the Clinical Coordinator in creating, managing, and updating the clinical shift schedule for EMS students.
• Communicate with students to collect availability, preferences, and schedule changes.
• Monitor and manage shift assignments, last-minute changes, and cancellations.
• Ensure compliance with educational, institutional, and regulatory requirements for clinical placements.
• Ensure confidentiality and secure handling of student records and compliance documents.
• Maintain accurate records of student shifts, attendance, and evaluations.
• Provide timely updates and notifications to students and clinical sites regarding schedule changes.
• Identify scheduling conflicts and collaborate with the Clinical Coordinator to implement solutions.
• Serve as the first point of contact for clinical scheduling inquiries from students, faculty, and clinical site representatives.
• Assist with maintain student compliance records, including documentation of certifications, background checks, and health requirements.
• Prepare and distribute clinical rotation paperwork, contracts, and agreements with clinical partners.
• Assist with data entry, report generation, and documentation related to clinical placements.
• Organize and maintain electronic and physical files related to student clinical assignments and departmental records.
• Support faculty and staff with administrative tasks such as correspondence, meeting coordination, and event preparation.
• Assist in maintaining department inventory, ordering supplies, and processing purchase requests as needed.
• Respond to phone calls, emails, and inquiries in a professional and timely manner.
• Assist with preparing reports, presentations, and meeting minutes as requested.
• Support special projects and initiatives within the EMS department.
• Maintain confidentiality of student and institutional records.
• Assist with planning and coordinating departmental events, orientations, and meetings.
• Perform other duties as assigned by the Program Director or Clinical Coordinator.
• Other duties as assigned

Minimum Qualifications:

• High school diploma or equivalent required; associate’s degree or administrative support experience preferred.
• Previous experience in scheduling, office administration, or healthcare education support is a plus.
• Familiarity with EMS education, clinical operations, and student scheduling software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills, with a focus on teamwork and student support.
• Ability to work independently and adapt to a fast-paced environment.

Salary Range & Fringe Benefits:

• The rate of pay is up to $12-$14 per hour depending on experience for up to 19 hours per week.
• Worker’s Compensation 
• Limited Part-Time Retirement Plan 

Kilgore College does not participate in the federal Social Security program. As a result, employees/retirees of the college are subject to the federal Windfall Elimination Provision (WEP) and possibly the Government Pension Offset (GPO) laws. For information on the WEP and the GPO, visit the Social Security Administration's website at http://www.ssa.gov/gp

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 6,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity and affirmative action institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

Know Your Rights Employment Notice

Employee Rights and Responsibilities Under the Family and Medical Leave Act

All positions are located in Kilgore, TX. No fully remote positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus.

All positions are considered security-sensitive and subject to a background check pre-employment.