Clinical Placement Coordinator

Salary/Position Classification

• $41,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

As Clinical Placement Coordinator, this position supports the Director of Clinical Education in securing high-quality clinical placements for PA students and building relationships with clinical facilities. The coordinator serves as the liaison between the department and clinical sites, ensuring contracts, placements, and student requirements are completed before each clinical experience. The position also collects evaluation materials for reporting, supports students during didactic education, and provides administrative and record-retention services in accordance with SMHS policies and accreditation standards.

Duties & Responsibilities

Coordination of Student Clinical Placement

• Assist in facilitation of individual student placements and work with clinical entities to schedule clinical experiences
• Assist in tracking and communicating appropriate documentation to clinical entities regarding placements and student verifications
• Serve as liaison between program, students, and clinical entities, providing assistance in arranging relationships and communications regarding clinical placement of PA students
• Manage and confirm clerkship requests and related scheduling of students for clinical placement experiences, monitoring placement cancellations and changes, updating the software programs and database as needed
• Initiate and process all affiliation agreements for students enrolled in the PA program, referring to NDUS Legal Counsel as necessary
• Develop, monitor, and track affiliation agreement status by making notes in the database and following up regularly with progress for each clinical site
• Gather information and frequently update list of approved facilities and preceptors, tracking all changes as needed
• Verify medical licensure/credentialing of primary care and specialty preceptors notifying the Director of Clinical Education of any discrepancies
• Communicate student credentialing requirements between the student, the clinical entity, the Director of Clinical Education and Faculty Advisors as students prepare for clinical placement; and provide frequent updates as needed
• Effectively track individual student adherence to clinical requirements including CPR, ACLS, health clearance, background checks, drug screening, immunizations, etc. and update frequently in preparation for clinical placements
• Respond to and manage needs/concerns of clinical sites in preparation of and during student learning experiences
• Communicate with sites expectations and confirmation of dates for each clinical experience  

Clinical Support

• Prepare orientation materials and schedule orientation sessions for students and clinical entities as appropriate
• Administer clinical placement software developing trainings for faculty and students, troubleshooting issues for student requests, student logging, preceptor evaluations, faculty evaluations, etc.
• Work with the Director of Clinical Education to update preceptor instructional materials and objectives in preparation for teaching a student and distribute to preceptors and clinical sites
• Apply for, complete logs and submit documentation on behalf of clinical preceptors eligible for CME through the American Academy of Physician Assistants • Assist students with clinical tracker logging as appropriate
• Assist faculty in preparing clinical tracking reports and evaluations for student clinical experiences
• Facilitate communication between clinical placement staff, students, faculty, and administration
• Gather data and maintain accurate and organized records related to clinical placements, including evaluations and data tracking systems, providing reports to faculty and administration as needed
• Provide support and integral participation in accreditation reporting and documentation of clinical activities as applicable
• Support, counsel and assist students with their clinical questions and concerns  

Clinical Education Coordination - Didactic Sessions

• Recruit, coordinate and schedule patients, facilitators, and students for all clinical testing and educational events
• Prepare and coordinate testing software system for clinical evaluation of students
• Program clinical testing software to ensure effective administration of clinical examinations
• Remain current on clinical testing software training and updates, learning effective trouble shooting in advance of and during testing events
• Prepare statistical reports of student clinical testing performance
• Administrative duties as requested to support the clinical education team 

Administrative Support for the Department of PA Studies

• Work with staff team members to ensure coverage of communication, both e-mail and telephone support for the department
• Greet and provide professional customer service to visitors, students, and stakeholders
• Coordinate with online program management partners as necessary for role
• Conduct annual major and minor equipment inventory, sending items to surplus as needed
• Assist in the ordering and tracking of office and classroom supplies
• Maintain an organized and clean desk and reception area in the department
• Provide back-up support for online testing processes
• Provide data for grant related performance reports and secretarial support for grant related activities as applicable
• Assist in event planning for program
• Assist in reserving and processing travel for faculty and staff
• Compose minutes of meetings and other duties related to meeting preparation as requested
• Perform miscellaneous office duties to include knowledge of computers and related software programs including Word, Excel, PowerPoint, Adobe, Access, etc.
• Perform administrative duties such as mail delivery, filing, faxing, copying and other program related tasks as assigned
• Operate basic office equipment including fax machine, copier and shredder and assist in maintenance when needed  

Records and Information Management

• Maintain the administrative records of the department according to the SMHS Records and Information Management (RIM) policies and procedures
• Work with RIM personnel to develop and maintain the active and inactive filing systems for the department
• Keep files organized to RIM policies and procedures to allow for easy accessibility and compliance with retention schedule
• Conduct annual records destruction in conjunction with SMHS Records and Information Management personnel
• Consult with and request services of the SMHS RIM personnel as needed  

Required Competencies

• Proficiency in Microsoft Office systems
• Demonstrated ability and proficiency to communicate professionally and clearly both electronically and verbally
• Demonstrated superior interpersonal relationship and networking skills with students, clinical entities, faculty, stakeholders, and administrative officials
• Ability to effectively foster cooperative relationships and communication with individuals from outside organizations in a time sensitive and professional manner
• Excellent and professional customer service skills, with a positive attitude and the ability to maintain confidentiality
• Initiative in managing multiple tasks and projects, with the ability to handle several priorities and work effectively under pressure to meet deadlines
• Proactively anticipate the needs of students, clinical entities, faculty, stakeholders, and administration and respond to requests appropriately with the motivation to task and consistent follow through
• Demonstrated ability in proactive problem solving and improvement, sound decision making and critical thinking
• Ability to create and improve systems, maintaining accurate and detailed records
• Initiative and ability to reach out to appropriate sources to obtain information needed to be successful
• Strong organizational skills and attentiveness to details
• Ability to remain flexible and effectively perform job duties during unexpected situations
• High level of dedication and follow through with reliability, dependability, and commitment to workplace
• Strong and valued work ethic and professional maturity, ability to work independently and as a team
• Ability to represent the values of the DPAS, SMHS and UND positively and professionally
• Proficiency with database technology preferred
• Specialized knowledge in medical terminology and health preferred
• Prefer knowledge of the role and responsibility of the Physician Assistant profession

Minimum Requirements

• Associate's degree in health care or business management related field
• Two years of  professional administrative experience as a team member in an office setting
• Experience working with and trouble-shooting software systems and computer applications for data management
• Experience in records maintenance
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Clinical or educational administrative experience
• Understanding and experience of garnering quality clinical education for students
• Experience in clinical placement and preceptor management
• Experience and troubleshooting with various educational and clinical tracking software technologies such as Blackboard, eMedley, Typhon, and/or simulation software
• Health care or health systems experience

To Apply

Complete online application and include cover letter and resume.