Administrative and Clinical Placement Assistant

Massachusetts College of Pharmacy and Health Sciences; Boston (MA); On-site; USD 25,000 - 39,000; Part time

Job summary

Massachusetts College of Pharmacy and Health Sciences is seeking an Administrative and Clinical Placement Assistant to support clinical clearance, compliance and onboarding of undergraduate students to placement sites. This part-time role (27 hours/week) focuses on tracking, coordinating with preceptors, and maintaining databases to ensure FERPA/HIPAA compliance and accurate records.

The candidate will work with the Clinical Coordinator and faculty to manage documentation, orientations, and

Qualifications

• Bachelor's degree required in healthcare admin, business, education, or related field.
• Proficiency with LMS and clinical placement databases.
• Proficiency with MS Word, Excel, PowerPoint and Outlook.
• Excellent organizational, verbal and written communication skills.
• Strong interpersonal skills and ability to maintain confidentiality.
• Ability to work independently and meet deadlines.

Responsibilities

• Tracks and catalogs clinical site compliance and onboarding requirements for student clinical placements.
• Coordinates onboarding of students with clinical preceptors/supervisors and coordinators for seven programs.
• Assists with development/maintenance of clinical tracking databases and placement software.
• Develops and maintains clinical site contracts with University Legal Office.
• Bridges gap between academic institutions, healthcare facilities, and students.
• Manages clinical rotation, databases, regulatory tracking, and communications.
• Ensures operational/admin requirements for hands-on medical training are met.
• Monitors student records (immunizations, background checks, certifications, drug screenings).
• Assists coordinators as central point of contact for students, educators, site managers.
• Prepares orientations, processes paperwork, schedules meetings, maintains documentation.
• Collects data/generates reports for accreditation and program evaluations.
• Manages dosimetry badges and report cataloging for radiation programs.
• Maintains adjunct faculty documentation and student records per accreditation and FERPA/HIPAA rules.
• Develops supports for students and faculty using online clinical database.
• Corresponds with faculty, students, and clinical partners regarding experiences.
• Collects/maintains student/ site/ faculty evaluations; participates in site visits/audits.
• Prepares reports related to clinical placements; additional duties as assigned.

Skills

LMS proficiency

Clinical placement databases

MS Word/Excel/PowerPoint/Outlook

Organizational skills/attention to det

Verbal and written communication

Interpersonal skills

Confidentiality

Time management

Independent working

Education

Bachelor’s degree in Healthcare Administration, Business, Education, or a related field

Job description

The School of Medical Imaging and Therapeutics seeks an Administrative and Clinical Placement Assistant to assist with clinical clearance, compliance and onboarding of undergraduate students to clinical placement sites in a professional and friendly manner. This is a part-time position scheduled to work 27 hours per week.

• Tracks and catalogs clinical site compliance and onboarding requirements for student clinical placements
• Coordinates the onboarding of students with the clinical preceptors/supervisors and the clinical coordinators for all seven School of Medical Imaging and Therapeutics programs
• Assists the Clinical Coordinator with the development and maintenance of clinical tracking databases and clinical placement software
• Works with the University Legal Office, General Counsel and program faculty to develop and maintain clinical site contracts, ensuring they are up to date and all parties understand all requirements of the contract
• Assists in bridging the gap between academic institutions, healthcare facilities, and students
• Assists the Clinical Coordinator with clinical rotation management, manage database systems, tracking regulatory compliance, and facilitate communication
• Ensures all operational and administrative requirements for hands-on medical training are met
• Monitors student records (e.g., immunizations, background checks, certifications), fit tests drug screenings etc. to ensure strict adherence to state and hospital facility requirements for each clinical placement
• Assists the clinical coordinators who are the central point of contact for students, clinical educators, and site managers to resolve logistical concerns.
• Assists the clinical coordinators in preparing orientations, process paperwork, schedule meetings, and maintain program documentation
• Collects data and generates reports as needed for accreditation and School of Medical Imaging and Therapeutics program evaluations
• Assists in the assignment, distribution and final collection of the dosimetry badges for the programs working with radiation, along with the cataloging of reports
• Maintains clinical adjunct faculty documentation and student records in accordance with accreditation standards on a secure drive ensuring FERPA and HIPAA rules are strictly adhered to.
• Develops and maintains support materials for students and faculty using online clinical database
• Corresponds with faculty, students and clinical partners regarding clinical experiences
• Collects and maintains student clinical evaluations, site evaluations, clinical faculty evaluations, as appropriate
• Participates in accreditation site visits, audits, and program reviews as needed
• Prepares reports as requested related to School of Medical Imaging clinical placements
• Additional responsibilities may be assigned by supervisor

Required

• Bachelor’s degree in Healthcare Administration, Business, Education, or a related field.
• Minimum of 1-3 years of administrative experience, ideally within an academic clinical setting, health science school, or hospital HR/staffing department.
• Proficiency with learning management systems (LMS) and clinical placement databases. High attention to detail for tracking sensitive regulatory and health compliance data.
• Proficiency in the use of computers including MS WORD, Excel, PowerPoint and Outlook
• Excellent organizational and verbal and written communication skills
• Strong interpersonal skills
• Ability to maintain confidentiality and ensure accuracy of work
• Ability to work in a fast-paced environment, set priorities and meet deadlines
• Must be able to work independently and effectively interact with a wide array of parties at all levels (students, faculty, administration/staff, alumni, and healthcare professionals)

Preferred

• Master’s degree in Information Systems or healthcare education management
• Experience in coordinating multiple processes

Physical Requirements

• Typical office or administrative working conditions. Staff are not exposed to adverse environmental conditions. Work is primarily sedentary in nature; there are no special physical demands.
• Work requires sitting, standing and walking
• Must be able to use technology, type and manipulate a mouse on a mouse pad
• Must be able to lift and carry up to 10 lbs.
• Must be able to talk, listen and speak clearly on telephone or in video conferencing

Finalist candidate(s) for this position will be subject to reference checks and a pre-employment background check as a condition of employment. Applicants must be authorized to work for any employer in the U.S. MCPHS is unable to sponsor, or take over sponsorship of an employment Visa. MCPHS is also not an E-Verify institution.

About Us

Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world’s top universities and healthcare institutions. We are one of the largest and most highly-ranked schools for health and life sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston’s Longwood Medical and Academic Area (LMA), downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our core values of integrity, community, engagement, collaboration, support, and innovation. MCPHS is an equal opportunity employer dedicated to ensuring equal opportunity for all members of the University community. We aim to recruit, develop, and retain the most skilled faculty and staff. All qualified applicants will be considered for employment.