Clinical Education Coordinator

PeopleAdmin, Inc.; Irvine (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Chapman University is seeking a Clinical Education Coordinator to support the Department of Physical Therapy’s education programs on campus. You will manage site contracts, coordinate communications among faculty, clinical sites, and students, and ensure program operations meet accreditation and privacy standards.

Responsibilities include data management, scheduling, and documentation while coordinating ICE programs and community activities.

Qualifications

• Two to three years of related administrative support experience.
• Excellent written and verbal communication with professional etiquette.
• Ability to handle confidential information and FERPA/HIPAA compliance.
• Experience with multiple university software systems and data management.
• Ability to prioritize tasks and collaborate across teams.

Responsibilities

• Coordinate clinical education programs and site contracts with faculty and staff.
• Input, manage, and report data for clinical education placements.
• Assist with scheduling, calendars, and on-campus logistics for events.
• Communicate policies and requirements to students and clinical sites.
• Support Integrated Clinical Education programs (ICE) and related community classes.
• Maintain records within FERPA/HIPAA guidelines and ensure data accuracy.

Skills

Strong oral communication

Written communication

Confidentiality/FERPA-HIPAA

Data management

Budget/expenses awareness

Team collaboration

Microsoft Office

Adobe Acrobat

Travel arrangements

Education

Bachelor’s degree or equivalent education/experience

Tools

eMedley

PTCAS

WebAdmit

Campus Solutions

PeopleSoft

CRM on Demand

Hobsons

ImageNow

Blackboard

Taskstream

EXXAT

MS Teams

25Live

Job description

Please see Special Instructions for more details.

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.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

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.

Position Information

Position Title

Position Title Clinical Education Coordinator

Position Type

Position Type Regular

Job Number

Job Number SA89524

Full or Part Time

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$27.85 - $28.85

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

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.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

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

Minimum Number of References 2

Maximum Number of References

Maximum Number of References 3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter

Optional Documents

• Letter of Recommendation 1
• Curriculum Vitae
• Other Document
• 3 References Listed on One Page

MAIN CAMPUS

One University Drive

Orange, CA 92866

[phone]

RINKER HEALTH SCIENCE CAMPUS

9401 Jeronimo Road

Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

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.