Posting Details
Position Information
Position Title
Clinical Education Coordinator
Position Type
Regular
Job Number
SA89524
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$27.85 - $28.85
Pay Range Information
Chapman University is required to provide a reasonable estimate of
the compensation range for this position. This range takes into
account a variety of factors that are considered in making
compensation decisions, including experience, skills, knowledge,
abilities, education, licensure and certifications, and other
business and organizational needs. Salary offers are determined
based on the final candidate’s qualifications and experience, as
well as internal equity and other internal factors. The anticipated
pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary
Reporting to the Director of Clinical Education in the Department
of Physical Therapy and working collaboratively with the Assistant
Director of Clinical Education, the Clinical Education Coordinator
supports and coordinates all operational aspects of the Clinical
Education program. This role manages clinical site contracts,
facilitates communication between the Department, University,
Clinical Sites, students, staff, patients/clients, and student
workers, and oversees workflow processes essential to successful
clinical education experiences. The Coordinator also partners
closely with PT faculty and students to ensure compliance with
clinical education requirements, contributes to the planning and
execution of Integrated Clinical Education activities, and provides
administrative and logistical support for department-specific
programs such as Stroke Boot Camp, Community Exercise Programs, and
other community-engaged learning initiatives. In all
responsibilities, the Coordinator upholds FERPA and HIPAA
standards, ensuring the secure handling of sensitive academic and
patient information while maintaining the integrity and
professionalism of the clinical education environment.
Responsibilities
Collaborate with clinical education faculty in managing clinical
education programs, including:
- Work in collaboration with DCE to respond to internal and
external requests for information about the department or
university policies for clinical education, providing excellent
customer service in a timely manner.
Generate and submit site agreements and supervisor contracts
for clinical education placements and instruction
Input data, manage data, and generate reports pertaining to
clinical education placements with high attention to detail.
Assist with photocopying, scheduling, and administrative
calendar management
In collaboration with the DCEs, participates in developing and
implementing clinical education communication strategies for
engaging personnel in the Department, University, Clinical Sites,
students, staff, Patients/Clients, community stakeholders,
including:
Supports the DCEs in disseminating, compiling, and accurately
recording clinical site agreements and placement requests and
responses; follow-up on requests as needed.
Update and inform students of individual site requirements for
clinical experiences and function as liaison for clinical sites as
required.
Coordinate with clinical education team and clinical sites
regarding student onboarding for clinical experiences
Coordinate and disseminate necessary documentation between the
Department of Physical Therapy and Clinical Sites
Schedule and coordinate patients and/or client’s access and
needs on campus such as parking permits, maps
Assign and oversee projects and work tasks assigned to student
and graduate assistants of the Clin Ed program
Organization, maintain and keep current records for the clinical
education program within FERPA and HIPAA guidelines, including:
- Maintain currency of students’ clinical education records and
documentation including clinical assignments, biodata, health
records and other related data or documents
- Assist in the management of clinical database and cloud systems
for clinical education including currency of information content in
electronic system
- Assist with overall clinical education data collection to
maintain currency and adherence to accreditation, departmental, and
university standards
- In collaboration with the DCE, oversee student graduate workers
in the support of department tasks.
Coordinate and communicate for department clinical education
administration of departmental clinical education experiences
including:
- Create template letters, flyers, and records for
dissemination
- Support clinical education program and events by responding to
inquiries, helping with registration, keeping attendance records,
taking and publishing meeting minutes, making follow-up calls,
creating files and record system for forms
- Gather, compile, outsource and collect data on Clinical
Education surveys.
- Assist DCE with data analysis on annual Clinical Education
survey
Support the planning, coordination, and implementation of the
Integrated Clinical Education ( ICE ) programs (e.g., CEP, SBC,
Balanced Family, etc) offered at Chapman University:
- Interview possible and upcoming participants for future ICE
programs.
- Organize and obtain required registration forms from
participants for every session that offers a Community Exercise
Class.
- Communicate with class participants and doctoral students
weekly on the upcoming weekly class with any changes to their
pairings or class schedule.
- Schedule and coordinate participants’ access and needs on
campus such as parking permits and maps.
- Maintain and update participants folders and files weekly with
updating treatment notes and assessment papers.
- Maintain, organize and update spreadsheets weekly on
participants’ attendance and any additional documents needed from
the participants before the start of the program.
- Coordinate and contact Faculty on assistance for the Community
Exercise Class if faculty assistance is not sufficient.
- Respond to participant e-mails and provide excellent customer
service to the participants in a timely manner.
- Assist the Faculty leading the Community Exercise Class on any
updates or documents needed for the class or if there are any
changes for the upcoming class.
Perform other duties assigned and may include
- Assist with admission and recruitment events, graduation
events, new student orientation, White Coat Ceremony
- Proctor as needed
Required Qualifications
- A minimum of two to three years related experience in providing
administrative support to professional staff.
- Strong oral communication skills. Professional telephone and
email etiquette.
- Writing skills to prepare clear and concise, grammatically
correct business correspondence; strong editing and proofreading
skills.
- Ability to use tact and diplomacy to maintain a high level of
confidentiality.
- Working knowledge of eMedley, PTCAS, WebAdmit, Campus
Solutions, PeopleSoft, CRM on Demand, Hobsons, ImageNow,
Blackboard, Taskstream, EXXAT, MS Teams and 25Live.
- Arithmetic and calculation skills to prepare financial forms.
Basic accounting skills with ability to monitor budget and
expenses.
- Ability to work effectively as part of a team and collegially
with staff, faculty, and administration.
- Ability to use word processing, internet and electronic mail
software, cloud services, including Microsoft Office Suite and
Adobe Acrobat
- Ability to make travel and lodging arrangements.
- Working knowledge of university policies and procedures that
pertain to the duties of the position.
- Ability to prioritize work duties when faced with
interruptions, distraction and fluctuating workload.
- Ability to exercise good judgment and accomplish tasks in a
timely manner.
- Strong organizational skills with the ability to prioritize
multiple projects and maintain composure and good attitude when
multi-tasking.
- Ability to schedule and coordinate logistics for meetings and
events including coordinating catering, room reservations and
set-up.
- Strong commitment to service.
- Demonstrated interpersonal skills with diverse groups of
individuals at all organizational levels, both inside and outside
of the university.
Desired Qualifications
- Bachelor’s degree or equivalent education or experience related
to the duties and responsibilities.
Special Instructions to Applicants
At Chapman University, we believe collaboration thrives through
in-person engagement. This position is fully on campus, and
employees work alongside colleagues, faculty, students, and staff
each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides
equal employment opportunities to all individuals, regardless of
their protected characteristics. All qualified applicants and
employees are encouraged to apply and will receive consideration
for employment without regard to race, color, religion, age, sex,
sexual orientation, gender identity, gender expression, national
origin, ancestry, citizenship status, physical disability, mental
disability, medical condition, military and veteran status, marital
status, pregnancy, genetic information or any other characteristic
protected by state or federal law.
Applicants for Staff and Administrator positions must be currently
authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion
and outcomes of a criminal background screening and returning to
the Office of Human Resources a signed original acceptance of the
Chapman University Agreement to Arbitrate.
Minimum Number of References
2
Maximum Number of References
3
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
- Resume
- Cover Letter
Optional Documents
- Letter of Recommendation 1
- Curriculum Vitae
- Other Document
- 3 References Listed on One Page
