Clinical Education Coordinator

other internal factors. The anticipated pay range is not a promise of a particular wage.

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.

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

Organization

Chapman University, located in the heart of Orange County, California, offers traditional undergraduate programs in the arts and sciences and select pre-professional and graduate programs. Ranked in the top tier of Western universities, by U.S. News and World Report, Chapman has gained national recognition with its commitment to excellence through research and ground-breaking teaching. The University is classified by Carnegie as an R-2 research institution; Chapman has gained national recognition with its commitment to excellence through research and innovative teaching. More information is available at https://www.chapman.edu/

The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. More information on diversity and inclusion at Chapman University is available at https://www.chapman.edu/diversity.