Clinical Education Coordinator

Job Title:

Department:

FLSA:

Location:

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EXECUTIVE SUMMARY: 

The program coordinator is responsible for implementing all administrative facets of one or more of the department’s key activities or initiatives, including general department operations, testing and assessment, credentialing, registration and scheduling, or evaluation management. The incumbent collaborates with department leadership to execute strategic plans and objectives towards the achievement of established objectives and outcomes for each assigned initiative.

 ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The successful incumbent will perform the following duties, with or without reasonable accommodations. Additional duties are listed for each of the specific key activities or initiatives in the department which will be assigned to the incumbent:
 

● Serve as the primary point of contact regarding questions or guidance related to assigned activity workflow(s). 

● Assist with conducting activity and program research, including accurate preparation of mandatory operational, statistical, and financial reports in accordance with federal and state regulations and institutional policies. 

● Assist with designing and facilitating training programs and materials in assigned area(s) of responsibility. 

● Maintain complete and accurate records for assigned activity(ies). 

● Assist with scheduling, attending, and record capture of student meetings and clerkship informational meetings. 

● Attend department meetings, conferences, and seminars, as applicable. 

● Develop and assist with implementing quality improvement initiatives regarding day-to-day administrative and operational activities or procedures. 

● Perform other duties as assigned or requested. 

Administrative– Primary duties include, but are not limited to providing direct administrative support to the department’s senior leaders and broad administrative support to other team members in support of department operations. 

● Assist senior leaders with collecting or compiling information to complete key administration-level functions, including but not limited to planning, budgeting and reporting. 

● Assist with scheduling and coordinating logistics for student meetings and campus events, such as clerkship informational meetings, student meetings, department meetings, and off-site meetings. Logistics include, but are not limited to, location, catering, supplies, and media equipment and setup. 

● Manage all facets of planning and management for department events. 

● Manage supplemental applications, forms, and documentation for rotations, as required to complete student registrations; follow up with students to collect and record required registration documents in department databases. 

● Manage the review and assignment of continuing education credits for clinical preceptor faculty. 

● Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and processing incoming and outgoing mail. 

● Screen practitioner applications and supporting documentation to ascertain eligibility for volunteer faculty appointments; maintain accurate and up-to-date files of participating practitioners and health care providers. 

● Assist with collection of all third and fourth year evaluations in a backup capacity; perform follow-up activities, as required. 

● Review and prepare accounts payable and accounts receivable items for processing, including invoices, requisitions, and stipends; ensure that expenses are charged the correct general ledger codes accurately and timely. 

● Initiate, review, and renew affiliation agreements and service contracts with designated partners and vendors. 

● Coordinate approved travel arrangements for department faculty and staff in accordance with PCOM travel policy. 

Testing and Assessment– Primary duties include, but are not limited to supporting testing administration activities within the department; including by not limited to distributing, securing, and proctoring exams; and recording exam grades. 

● Assist with scheduling make-up exams. 

● Provide statistical reports of exam questions to assist PCOM faculty with assessing the quality of exam questions. 

● Create and maintain accurate spreadsheets of student grades. 

● Ensure all elements are captured and completed to satisfy all grading requirements. 

● Assist with collection of third and fourth year evaluations to help support timely submission of grades; perform follow up activities, as required. 

● Report trends and preceptor compliance routinely to the Associate Dean and Program Manager. 

● Assist with elective registration in a backup capacity; perform follow up activities as required. 

Credentialing– Manages all aspects of the credentialing process. Primary duties include, but are not limited to, maintaining effective communications with students and partner institutions, compiling and distributing student packets and completing verifications. 

● Assist students and partners with credentialing inquiries. 

● Ensure the collection and compilation of up-to-date and compliant student credentials to support their clinical rotations, including background verifications and required documents, as applicable. 

● Manage the collection and organization of partner site requirements, submission timelines, and submission requirements; updating and communicating changes to leadership and partners in real time to ensure compliance. 

● Complete and submit credentialing packets to partners in advance of student rotations. 

● Enter primary source documentation into databases accurately and timely; maintain data integrity and back up. 

● Identify information discrepancies and follow-up with students and partners for clarification and corrections. 

Registration and Scheduling– Primary duties include, but are not limited to managing all aspects of registering PCOM students for core, elective, and selective rotations. 

● Enter data into department systems accurately and timely, including creating new sections and registrations, as needed; manage research and registrations for international rotations. 

● Complete all applications, forms, and documentation for electives and rotations, as required to complete student registrations; follow up with students to collect and record required registration documents in department databases. 

● Assist students with finding and registering for electives and managing their schedules to accommodate off cycle rotations; collaborate with students, faculty, other PCOM departments, and affiliate partners, as appropriate, to identify and resolve registration issues.

● Run regular and ad hoc student registration and credit hour reports and distribute to designated recipients, as required; notify affiliate partners of confirmed elective student rosters.

● Design and implement an enhanced recording and delivery process to support PCOM’s transition to electronic evaluations; communicate requirements and expectations for electronic evaluations to preceptors.

 ● Review and recommend revisions to elective scheduling procedures, as needed, to enhance operations and the student experience. 

● Recommend enhancements to current technology platforms, or investments in new ones, to secure external rotations and meet clinical and business needs; maintain updated web-based content. 

● Liaise with site coordinators at affiliated partners, including hospitals, to confirm rotation availability; collaborate with other PCOM departments and affiliate partner sites to ensure accurate recordkeeping, reporting, and data sharing for all clinical rotations. 

Evaluation Management- Primary duties include, but are not limited to managing all aspects of evaluation generation, distribution, and collection (capture) related to clinical rotations and accreditation standards, including the use of approved department technical platforms. 

● Collect and compile student evaluation data for all clinical rotations; maintain data in accordance with standards for grading, accreditation, and federal compliance. 

● Conduct periodic audits of system use and data integrity and record findings; take or recommend corrective action on audit findings, including revising policies and procedures, as applicable. 

● Ensure proper utilization of the department’s electronic evaluation platform (eValue); collaborate with other PCOM departments, affiliate partners, and vendors, as applicable, to improve the effectiveness of evaluation capture systems (i.e., Banner, eValue).

● Run regular and ad hoc reports regarding evaluation submissions and capture and distribute to designated recipients, as required; follow up with participants and students to collect outstanding evaluations..

● Maintain updated student schedules and preceptor assignments in Banner. 

● Manage the process of transposing paper evaluations, including staff involved in the process. 

REQUIRED SKILLS AND EXPERIENCE: 

● Minimum two years’ experience in an administrative support, program management, or project coordination role, preferably in a college or university environment. 

● Strong collaboration skills. 

● Strong customer service aptitude. 

● Strong organization and project management skills.

● Strong communication skills, including verbal, written, and interpersonal. 

● High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms. 

EDUCATION AND CERTIFICATIONS: 

Bachelor’s degree in business administration, liberal arts, or similar field; advanced degree, preferred.

Starting Salary: $41,000

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The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.