Position Summary:

Typical Schedule:

Supervision Given: None

• In coordination with the program, negotiate the clinical schedules with the various clinical sites and develop the rotation schedules for the entire clinical year.
• Enter and maintain student/preceptor data in clinical tracking software, including rotation sites and assignments, clinical tracking, and student information.
• Develop long-term professional and collegial relationships with clinical site staff/administrators through positive communication with clinical sites.
• Oversee the administration of the clinical education phase of the program.
• Assist faculty and preceptors with clinical tracking software.
• Organize and maintain files and records, frequently involving cross-filing/cross-reference systems.
• Coordinate, initiate, prepare, process, and/or monitor administrative/operational correspondence (i.e. forms, records, reports, schedules, clinical training, credentialing, orientation materials and other documents).
• Ensure timely and accurate completion of documents by other staff, faculty, students or individuals external to the department or university.
• Assist as requested with the various day-to-day clerical and administrative functions pertaining to student clinical rotations; preceptor, faculty and student evaluations; and documentation of the required rotations for students for graduation.
• Monitor the Castle Branch system to ensure that students have achieved full compliance with admission screenings as well as updated screenings prior to the clinical year.
• Troubleshoot concerns related to clinical year students and/or rotation sites.
• Monitor students’ progress on rotations.
• Assist faculty in the remediation of students.
• Assist and proctor end-of-rotation examinations.
• Review preceptor and student evaluations and notify the Program Director when immediate concerns arise.
• Help coordinate on-campus immersion activities that pertain to the clinical year.
• Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor, other staff and/or faculty members.
• Confer regularly with immediate supervisor, office manager, other department/university personnel, and/or various firms/organizations/individuals external to the university.
• Meet with students and preceptors to ensure their needs are being met and resolve any issues or complaints that arise.
• Prepare and monitor clinical affiliation agreements and paperwork required for clinical rotations including comprehensive filing system, letters of intent, board certifications, licenses, and clinical site evaluations.
•  Maintain electronic placement system data for student rotations to include up-to-date preceptor and site contact information, availability, placement, and affiliation requirements for student rotations.
• Prepare CME certificates for preceptors, when applicable.
• Monitor and prepare invoices to arrange for rotation stipend payments to preceptors and/or clinical sites.
• Answer inquiries via email or phone from students and preceptors.
• Coordinate the preparation of detailed clinical preceptor packets for preceptors (or clinical site contact) regarding rotation assignments.
• At the end of a clinical rotation, distribute preceptor evaluations and appreciation letters for preceptors.
• Understand and comply with ARC-PA Standards as they pertain to students/preceptors/sites during the clinical year.

Position Requirements / Skills / Abilities:

• A minimum of 3 years of previous relevant administrative experience is required.
• Associate degree in related area, Bachelor’s degree preferred; or a combination of education and experience from which comparable knowledge and skills have been acquired.
• Incumbent must possess excellent presentation and computer skills with proficiency in Microsoft Office software (specifically, Word, Excel, Access and Outlook), as well as the ability to stay current with emerging office technologies.
• Incumbent must possess strong customer service skills, organizational skills, and excellent oral and written communication skills in English.
• Incumbent will work under typical office conditions.
• The ability to work independently in a dynamic environment with changing priorities and multiple responsibilities is an asset.

Environmental Factors and Physical Requirements:

Expectations:

• • Handle and protect highly confidential material. All information must be kept in strict confidence and should only be discussed in the appropriate professional setting.
  • Demonstrate excellent customer service skills (both in person and on the telephone), including acting as a liaison between students, faculty/staff, and clinical preceptors.
  • Maintain and foster positive working relationships.
  • Demonstrate ability to develop written reports and action plans.
  • Works to create efficient systems and workflows between the clinic and program.
  • Be able to work effectively, decisively, and flexibly in a fast-paced, dynamic environment to meet program deadlines.
  • Operate heavy use of clinical tracking software.
  • Be able to work collaboratively with a variety of individuals and organizations including faculty, students, clinicians, and members of the community.
  • Demonstrate good interpersonal skills and the ability to interface in a professional setting on and off campus.
  • Maintain professionalism at all times when dealing with faculty, staff, students, and all external partners.
  • Accept and render constructive criticism in a professional manner.
  • Adhere to department/ university policies and procedures.