Clinical Education Coordinator

Chapman University

Orange (CA)

On-site

USD 38,000 - 40,000

Full time

6 days ago

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Job summary

Chapman University seeks a Clinical Education Coordinator to support and coordinate operational aspects of the Clinical Education program in the Department of Physical Therapy. The role handles site contracts, communications among the department, clinical sites, students, and staff, and ensures compliance with FERPA and HIPAA.

Responsibilities include managing data, preparing reports, coordinating onboarding for clinical experiences, and supporting faculty in planning ICE programs and related

Qualifications

Minimum 2–3 years of administrative support to professional staff.
Strong written and oral communication; professional etiquette.
Ability to handle confidential information and maintain FERPA/HIPAA standards.
Proficiency with university systems and data management.
Ability to collaborate across departments and coordinate multiple tasks.

Responsibilities

Coordinate clinical education programs and manage site agreements.
Input data, generate reports, and maintain accurate records.
Communicate withdepartment, university, clinical sites, students and staff.
Schedule, onboarding, and logistics for clinical experiences.
Support ICE programs and supervise graduate workers in the unit.

Skills

Oral communication

Written communication

Professional etiquette

Confidentiality

Data management

Organization

teamwork

Education

Bachelor's degree or equivalent

Tools

eMedley

PTCAS

WebAdmit

CampusSolutions

PeopleSoft

CRM on Demand

Hobsons

ImageNow

Blackboard

Taskstream

EXXAT

MS Teams

25Live

Job description

Posting Details

Position Title: Clinical Education Coordinator

Position Type: Regular

Job Number: SA89524

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 intoaccount a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased 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 Departmentof Physical Therapy and working collaboratively with the AssistantDirector 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 studentworkers, 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 andexternal requests for information about the department oruniversity policies for clinical education, providing excellentcustomer 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 toclinical education placements with high attention to detail.
Assist with photocopying, scheduling, and administrativecalendar management
In collaboration with the DCEs, participates in developing andimplementing clinical education communication strategies forengaging personnel in the Department, University, Clinical Sites,students, staff, Patients/Clients, community stakeholders,including:
Supports the DCEs in disseminating, compiling, and accuratelyrecording clinical site agreements and placement requests andresponses; follow-up on requests as needed.
Update and inform students of individual site requirements for clinical experiences and function as liaison for clinical sites asrequired.
Coordinate with clinical education team and clinical sites regarding student onboarding for clinical experiences
Coordinate and disseminate necessary documentation between theDepartment of Physical Therapy and Clinical Sites
Schedule and coordinate patients and/or client’s access andneeds on campus such as parking permits, maps
Assign and oversee projects and work tasks assigned to studentand graduate assistants of the Clin Ed program

Organization, maintain and keep current records for the clinicaleducation program within FERPA and HIPAA guidelines, including:

Maintain currency of students’ clinical education records anddocumentation including clinical assignments, biodata, healthrecords and other related data or documents
Assist in the management of clinical database and cloud systemsfor clinical education including currency of information content inelectronic system
Assist with overall clinical education data collection tomaintain currency and adherence to accreditation, departmental, anduniversity standards
In collaboration with the DCE, oversee student graduate workersin the support of department tasks.

Coordinate and communicate for department clinical education administration of departmental clinical education experiencesincluding:

Create template letters, flyers, and records fordissemination
Support clinical education program and events by responding toinquiries, 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 ClinicalEducation surveys.
Assist DCE with data analysis on annual Clinical Educationsurvey

Support the planning, coordination, and implementation of theIntegrated Clinical Education ( ICE ) programs (e.g., CEP, SBC,Balanced Family, etc) offered at Chapman University:

Interview possible and upcoming participants for future ICEprograms.
Organize and obtain required registration forms fromparticipants for every session that offers a Community ExerciseClass.
Communicate with class participants and doctoral studentsweekly on the upcoming weekly class with any changes to theirpairings or class schedule.
Schedule and coordinate participants’ access and needs oncampus such as parking permits and maps.
Maintain and update participants folders and files weekly withupdating treatment notes and assessment papers.
Maintain, organize and update spreadsheets weekly onparticipants’ attendance and any additional documents needed fromthe participants before the start of the program.
Coordinate and contact Faculty on assistance for the CommunityExercise Class if faculty assistance is not sufficient.
Respond to participant e-mails and provide excellent customerservice to the participants in a timely manner.
Assist the Faculty leading the Community Exercise Class on anyupdates or documents needed for the class or if there are anychanges for the upcoming class.

Perform other duties assigned and may include

Assist with admission and recruitment events, graduationevents, new student orientation, White Coat Ceremony
Proctor as needed

Required Qualifications

A minimum of two to three years related experience in providingadministrative support to professional staff.
Strong oral communication skills. Professional telephone andemail etiquette.
Writing skills to prepare clear and concise, grammaticallycorrect business correspondence; strong editing and proofreadingskills.
Ability to use tact and diplomacy to maintain a high level ofconfidentiality.
Working knowledge of eMedley, PTCAS, WebAdmit, CampusSolutions, 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 andexpenses.
Ability to work effectively as part of a team and collegiallywith staff, faculty, and administration.
Ability to use word processing, internet and electronic mailsoftware, cloud services, including Microsoft Office Suite andAdobe Acrobat
Ability to make travel and lodging arrangements.
Working knowledge of university policies and procedures thatpertain to the duties of the position.
Ability to prioritize work duties when faced withinterruptions, distraction and fluctuating workload.
Ability to exercise good judgment and accomplish tasks in atimely manner.
Strong organizational skills with the ability to prioritizemultiple projects and maintain composure and good attitude whenmulti-tasking.
Ability to schedule and coordinate logistics for meetings andevents including coordinating catering, room reservations andset-up.
Strong commitment to service.
Demonstrated interpersonal skills with diverse groups ofindividuals at all organizational levels, both inside and outsideof the university.

Desired Qualifications

Bachelor’s degree or equivalent education or experience relatedto the duties and responsibilities.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community.

Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law.

Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Applicant Documents

Required Documents