Clinical Admin Assistant — On-Campus Lab Support

Chapman University; Orange (CA); On-site; USD 33,000 - 35,000; Full time

Job summary

Chapman University in Orange, CA seeks a Clinical Administrative Assistant to support the Adult Learning Lab and Director of Clinical Education in the Communication Sciences and Disorders department. The role handles front desk duties, scheduling, intake and records, and coordinates clinical rotation logistics.

You will work with students, faculty, clinicians, and community members, ensuring confidential handling of patient information, maintaining equipment and supplies, and assisting with

Qualifications

• Minimum two years related experience in providing administrative support to professional staff.
• Strong oral communication and 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 university systems such as Calipso, Campus Solutions, PeopleSoft, Blackboard, and 25Live.
• Arithmetic and calculation skills to prepare financial forms.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure.
• Ability to schedule and coordinate logistics for meetings and events including 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.

Responsibilities

• Maintain the Learning Lab reception area and provide front desk support, including greeting visitors and answering phones.
• Serve as the primary point of contact for students, faculty, clients, and visitors, ensuring a positive clinic experience.
• Manage room scheduling, appointment coordination, and daily operational needs of the Learning Lab.
• Monitor voicemails and emails each morning and communicate cancellations or schedule changes to clinicians and supervisors.
• Oversee intake and out take processes, ensuring accurate, confidential handling of patient information and records.
• Coordinate client access needs such as parking permits, maps, and general campus navigation.
• Track and reconcile trainee hours and prepare monthly reports for departmental leadership and students.
• Compile data from satisfaction surveys, outcomes studies, and evaluations for reporting and analysis.
• Support student hiring, orientation, training, scheduling, and maintenance of clinic network drives and distribution lists.
• Manage supplies, inventory, equipment utilization, and assist with emergency protocols as needed.
• Record, maintain and notify ordering of clinical assessments and treatment materials for the Lab
• Oversee utilization/maintenance/repair of equipment and orders supplies and office equipment.
• Tag and monitor the condition of Lab equipment and technology
• Facilitate the organization and cleanliness of the storage room supplies and materials.
• Dispose of obsolete equipment in accordance with university environmental health and safety measures
• Work with the ALL Director and student workers to prepare files for former and new participants at the beginning of each trimester
• Track client/patient appointment records, progress, and outcomes through the electronic medical record system
• Coordinate disposal of client files in accordance with clinic guidelines and strict confidentiality requirements
• Assist the ALL Director with paperwork and data audits of client files
• Support the Director of Clinical Education (DCE)
• Assist the DCE to assign clinical rotations for CSD graduate students.
• Assist with communication among students, clinical supervisors, and externship sites.
• Maintaining clinical placement records and externship tracking.
• Preparing and distributing student placement and onboarding materials.
• Assist with clinical placement logistics and scheduling.
• Assist with affiliation agreement tracking and site records.
• Coordinating meetings and communications related to clinical education activities, as needed.
• Assist with the review and tracking of student clinical progress and placement eligibility.
• Support recruitment and development of new clinical placement sites by communicating with prospective clinical partners.

Skills

Oral communication

Phone etiquette

Writing skills

Editing

Proofreading

Diplomacy

Confidentiality

Numerical skills

Teamwork

Prioritization

Judgment

Organization

Event coordination

Interpersonal skills

Education

Bachelor’s degree or equivalent education or experience

Tools

Calipso

Campus Solutions

PeopleSoft

Blackboard

25Live

Microsoft Office

Adobe Acrobat

Job description

Chapman University in Orange, CA seeks a Clinical Administrative Assistant to support the Adult Learning Lab and Director of Clinical Education in the Communication Sciences and Disorders department. The role handles front desk duties, scheduling, intake and records, and coordinates clinical rotation logistics.

You will work with students, faculty, clinicians, and community members, ensuring confidential handling of patient information, maintaining equipment and supplies, and assisting with