Job Details

Clinical Specialist

Primary Purpose:
Under the direction of the Admissions and Operations Director and the Clinical Director, this position manages and coordinates the Department of Physician Assistant Education's core clinical operations workflows, ensuring timely student readiness for clinical education and accurate data to support program quality and accreditation outcomes. The role is responsible for managing student clinical placements, clearance processes, compliance tracking, and clinical data systems, while serving as a central liaison between students, faculty, and clinical affiliates. This role supports general department functions and ARC-PA accreditation requirements through data tracking, reporting, and documentation management.

Essential Functions:
Provide clinical support under the direction of the Clinical Director and Clinical Coordinator:

Clinical Placements & Scheduling

• Manage end-to-end student clearance processes for clinical rotations, ensuring timely completion of all requirements.
• Proactively monitor clearance progress and resolve barriers to ensure on-time placement readiness.
• Coordinate clinical placements with students and affiliated sites; communicate schedules and updates.
• Support communication and relationship management with clinical sites and preceptors, including onboarding and issue resolution.

Compliance & Clearance Management

• Track and maintain student compliance with immunizations, certifications, and site-specific requirements. Escalate compliance concerns.
• Maintain secure and accurate student, preceptor, and site records in compliance with the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA) requirements.
• Track and report on clinical preceptor licensure and insurance requirements.

Data Systems & Accreditation Reporting

• Maintain and update clinical databases (e.g., Exxat) to ensure accurate scheduling, placement, and compliance data.
• Generate routine and ad hoc reports on student placements, clearance status, and site data required for program operations and ongoing accreditation.
• Support data collection from students, clinical sites, and preceptors, and ensure data integrity.
• Coordinate processing of clinical affiliation agreements, including tracking status, renewals, and database entry, assuring accurate records of site agreements and associated documentation.
• Monitor student assignment completion and support clinical faculty with documentation of evaluation of student performance and grade reporting. Escalate academic concerns.

Program & Administrative Support

• Prepare and distribute meeting minutes for assigned committees.
• Resolve routine and complex problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment.
• Membership on the admissions committee with responsibilities for applicant interviews and selection.
• Coordinate with other staff to ensure preceptor payment processing.
• Support Program leadership with projects as assigned.
• Other duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:

• Bachelor's degree or equivalent education 2 years of experience
• Minimum two years' experience providing administrative support

Preferred Qualifications:

• Master's degree
• Experience in a Physician Assistant program or similar professional education program.
• Strong written and verbal communication skills, with the ability to engage diverse stakeholders.
• Strong critical thinking and analytic skills, with the ability to work independently while managing multiple priorities and deadlines in a fast-paced environment, escalating as appropriate.
• Must have the capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
• Proficiency in Microsoft Office Suite and database systems (e.g., Exxat or similar). Ability to adapt to emerging technology.
• Familiarity with accreditation processes.
• Strong organizational skills and the ability to work under pressure with frequent interruptions.
• Must maintain strict confidentiality.

Physical Requirements: Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel Work typically performed during standard business hours. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required. Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for University business. The University's insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $22.68 - $30.04 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement: All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.