Experiential Learning Coordinator

Job Summary:

The Experiential Learning Coordinator for the Doctor of Occupational Therapy (OTD) program is responsible for supporting all operational aspects of student experiential learning, including clinical fieldwork placements and doctoral capstone affiliations. This role develops and maintains clinical education partnerships, manages clinical site contracts, and facilitates student placements required for accreditation and degree completion.
The Experiential Learning Coordinator collaborates closely with the Academic Fieldwork Coordinator and the Doctoral Capstone Coordinator to ensure students, faculty, and site mentors remain aligned with program expectations and timelines. The position also maintains ongoing relationships with clinical partners to support high-quality learning experiences and program growth. This role requires a high level of organizational management and stakeholder coordination to ensure compliance with accreditation standards and institutional policies.

Duties & Essential Job Functions:

Experiential Placement Coordination and Student Progress Monitoring

1. Coordinates the placement of Doctor of Occupational Therapy program students into clinical fieldwork and doctoral capstone experiential sites in alignment with program requirements and accreditation standards.
2. Maintains an organized placement process that ensures students meet all deadlines, eligibility requirements, and documentation standards.
3. Monitors placement progress and site capacity to proactively address barriers that could impact timely completion of experiential requirements.
4. Tracks and monitors student progress toward completion of fieldwork and capstone experiential requirements. Ensures students, faculty coordinators, and site mentors remain on track with required milestones, documentation, and evaluations.

Clinical Site Development, Relationship Building, and Contract Management

5. Identifies, develops, and maintains partnerships with healthcare organizations, community agencies, and other clinical partners to expand experiential learning opportunities.
6. Supports the development of new service-learning sites by conducting outreach, gathering information, and coordinating clinical affiliation agreements and contracts with experiential sites in collaboration with institutional legal and contracting departments.
7. Maintains a comprehensive database of active clinical sites, contracts, and contact information.
8. Ensures contracts and documentation are updated and compliant with institutional and accreditation requirements.
9. Serves as a liaison and point of contact for clinical site administrators, fieldwork educators, and capstone mentors maintaining timely and accurate communication, monitoring partnership documentation, and supporting the development and sustainability of collaborative relationships.
10. Fosters strong, ongoing relationships with clinical partners to support student learning experiences and long-term program collaboration.
11. Provides information and guidance to site mentors regarding program expectations, student requirements, and evaluation processes.
12. Assists in resolving placement challenges or communication issues between students and sites.

Program Operations

13. Maintains accurate experiential learning records and reports for program leadership, accreditation documentation, and institutional reporting.
14. Assists department leadership by supporting quality improvement efforts related to experiential education and providing insight and data for the evaluation of service-learning and initiatives
15. Provides operational support to the Academic Fieldwork Coordinator and Doctoral Capstone Coordinator.
16. Coordinates communications, documentation, and timelines related to fieldwork and capstone experiences.
17. Assists in preparing materials, reports, and data for accreditation reviews and program evaluation.

Compliance and Accreditation Support

18. Ensures experiential placement processes align with Accreditation Council for Occupational Therapy Education (ACOTE) standards and institutional policies.
19. Maintains records required for accreditation review, including site contracts, placement documentation, and student experiential records.
20. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree or equivalent in experience.
• 2 years of experience in clinical education/practice, coordination, healthcare program administration, higher education program coordination, or a related field.

Preferred Education & Experience:

• Occupational Therapy (Certified Occupational Therapy Assistant) or other healthcare background.
• Experience managing contracts, partnerships, or external relationships.
• Familiarity with clinical placement processes, experiential education, or healthcare training environments

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of experiential education processes within healthcare or professional graduate programs.
• Knowledge of data management systems, spreadsheets, and clinical placement management platforms.
• Strong project management and organizational skills with the ability to manage complex timelines and multiple stakeholders.
• Strong written and verbal communication skills.
• Ability to develop and maintain professional relationships with healthcare partners and academic faculty.
• Ability to work independently while coordinating across multiple departments and external partners.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours. Occasional evening or weekend hours required to support recruitment events, orientations, or program-related activities.
• Occasional travel to clinical partner sites required.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.