The posting
Position Classification
FT Administrator
Position Summary
The key responsibility of this position is the planning, preparation, and successful process of clinical rotations for Physician Assistant students. This position consults, collaborates and plans activities with the PA Director of Clinical Education (DCE), PA Program Director, PA faculty, College of Health Professions’ Clinical Education and Compliance Officer, and external clinical partners.
This position communicates effectively with students and responds to their needs and concerns. This position works with all other key stakeholders including affiliated hospitals, medical practices, preceptors, and partners to coordinate compliance paperwork for specific clinical placement requirements and to ensure preceptor vetting and communication.
This position requires a flexible schedule to assure the needs of the program are met. Occasional evening and weekend hours may be expected.
Essential Duties and Responsibilities
1) Clinical Administration
- Collaborates with the PA DCE, PA Program Director, PA Faculty, and clinical coordinators to obtain specific student clinical requirements, then uses the information to accurately coordinate plans, and manage assigned tasks for clinical placements for students required to meet graduation criteria
- Forecasts clinical placement requirements based on student enrollment data and coordinate with directors the scheduling of the clinical placements well in advance
- Communicates with clinical sites to obtain and manage the required documents and assures they are all current and acquired as needed
- Responds to requests from the PA DCE, PA Program Director, Faculty, Compliance Officer, and clinical coordinators to change or modify placements.
- Engages actively with clinical coordinators to establish and maintain successful relationships, including site visits as required.
- Develops and implements innovative approaches to improve methods of clinical placement and obtaining compliance documents.
- Assist with onboarding and training of students to the clinical database systems.
- Responsible for the coordination of the PA students’ ‘end of rotation days’ clinical activities and assist as required.
- Collaborate with the program faculty to assure a smooth interface between the clinical and didactic phases of the program
2) Database Management
- Schedule student clinical placements in the database platforms & spreadsheets.
- Routinely maintains updates of clinical sites and preceptors.
- Executes rotation requests into ACEMAPP database when necessary.
- Maintains and oversees applicable preceptors payments on an ongoing basis.
- Train and become a source expert on platforms related to the program and clinical year.
3) Administrative
- Attend all team meetings and other meetings as required including the annual faculty retreat.
- Provides meeting minutes with clinical year team meetings.
- Collaborate with the clinical coordinators from affiliated hospitals and clinical sites to assure effective communication.
- Identifies all preceptor payments and monitors payment activities to assure timely stipends are processed (or continued medical education credits) as applicable.
- Assists the PA DCE, program director, and clinical faculty in updating handbooks, documents, etc. as assigned
- Coordinate obtaining electronic and/or handwritten evaluations and documents as assigned and processes all information related to clinical rotations in the database platforms as required.
- Collaboratively create and maintain a preceptor recognition process.
4) Other duties as assigned by the Dean, the Associate dean of the school of Health and Rehabilitation Sciences, and the PA Program Director.
- Clinical Coordination • Collaborates with appropriate faculty clinical coordinators to obtain specific student clinical requirements, then uses the information to accurately plan, develop and manage multiple clinical placements per student • Forecasts clinical placement requirements based on student enrollment data • Negotiates clinical site placements • Responds to requests from faculty clinical coordinators to change placements • Develops and implements innovative approaches to improve methods to clinical placement • Assist with onboarding students to the clinical database system (Typhon)
- Database Management • Schedule student clinical placements in the database (Typhon) • Maintain and routinely update database of clinical sites and preceptors (Typhon) • Enter rotation requests into the ACEMAPP database when necessary • Maintains and updates preceptor database
- Administrative • Attend all PA clinical year team meetings • Submit invoices for preceptor payments • Assist faculty clinical coordinators in updating handbooks, documents, etc. • Coordinate electronic evaluations • Organize preceptor recognition • Other duties as assigned
JOB REQUIREMENTS SECTION
Minimum Qualifications
A. Bachelor’s degree or higher required B. Minimum of two years of experience in healthcare management and or administrative roles C. Highly organized with the ability to work under short deadlines E. Skilled in multitasking and managing multiple, competing, and changing priorities F. Proficient in word processing, spreadsheet creation, and related software applications G. Demonstrates initiative and a proactive approach to supporting student and program needs H. Willingness to maintain a flexible schedule to meet program needs
Preferred Qualifications
- Master’s degree.
- Experience within a higher education institution.
- Prior Clinical Education experience.
Knowledge, Skills, and Abilities
- Ability to maintain professional relationships with clinical partners
- Possesses professional communications skills, both written and verbal
- Ability to manage multiple projects simultaneously and manage time to meet established deadlines
- Ability to make decisions within the university’s policies and procedures
- Self-motivated and willing to take on new projects
- Able to work independently and collaboratively
- Excellent attention to detail
- Database management experience required
- Experience using a database such as Typhon, Exxat, Complio, and ACEMAPP ideal, but not required
Physical Requirements
Job may require lifting light-weight objects (1 to 10 pounds) with no repetitive bending or stooping. Occasionally lift average weight objects (1 to 10 pounds).
Work Environment
Regular exposure to favorable conditions such as those found in a normal office.
Licenses/Certifications
A valid driver’s license is required.
Salary/Pay Information
Commensurate with experience
Anticipated Schedule
Monday – Friday 8:30 am – 5:00 pm
