Clinical Education Records Administrator (St. Augustine, FL)

University of St. Augustine for Health Sciences; Saint Augustine (FL); Hybrid; USD 42,000 - 62,000; Full time

Job summary

University of St. Augustine for Health Sciences is seeking a Clinical Education Records Administrator for the St. Augustine, FL campus. The role focuses on creating, maintaining, and updating databases and program information related to clinical education across programs.

Position is campus-based with a weekly hybrid schedule requiring 3 days on campus. Ideal candidate will have data-entry accuracy, strong communication skills, and familiarity with Salesforce and EXXAT.

Qualifications

• High school diploma required; bachelor’s degree preferred in healthcare/administration.
• 1–2 years of experience; academic setting preferred but not required.
• Ability to work accurately and coordinate multiple tasks with tight deadlines.
• Strong interpersonal, verbal and written communication skills.

Responsibilities

• Receives, tracks, and ensures compliance with clinical education pre-admission requirements.
• Maintains clinical education site files and student portal information from affiliate sites.
• Maintains site compliance and accuracy for all clinical experiences and data.
• Manages CPI data and reports for accreditation and evaluation purposes.
• Prepares routine reports and coordinates with departments for monthly activity reporting.
• Represents USAHS in meetings and conference calls.
• Assists with additional projects as needed.

Skills

Data entry

Documentation

Communication

Team collaboration

Attention to detail

Education

High school diploma

Bachelor's degree preferred

Tools

Salesforce

EXXAT

Microsoft Office

Job description

GENERAL SUMMARY

The Clinical Education Records Administrator creates, maintains, and updates databases and program information for the University’s programs that have clinical education as part of their curriculum. This includes but is not limited to: Fieldwork Data (FWD) forms for OT, Student Evaluation of Fieldwork Experience forms (SEFWE) for OT, Clinical Experience Request Forms (CERF) for all programs, Clinical Site Information Forms (CSIF) for PT, Clinical Performance Instrument forms (CPI) for PT and clinical placement data base management for all programs. This individual is also responsible for administering the Educational Support Plan for all Clinical Affiliate Sites, Clinical Instructors and Fieldwork Supervisors that host USAHS students during their clinical rotations.

This is a campus-based position located on the St. Augustine Campus located in St. Augustine, FL. This position follows a weekly hybrid work schedule requiring a 3 days on campus.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives and tracks University clinical education pre-admission requirements to ensure compliance
• Maintains Clinical Education site files and Student Portal information based on input from affiliate clinical sites, including student, clinical site and clinical instructor surveys and evaluations
• Maintains clinical site compliance for all affiliated facilities
• Assure accuracy of data for all clinical experiences including student, site and clinical instructor information
• Maintains Clinical Performance Instrument (CPI) data provided through CPI WEB as required for student clinical evaluation and accreditation reports
• Manages updates and prepares lists provided to students, faculty and staff to ensure timely clinical placements for students
• Manages student – clinical placement database including recording confirmations, declines and cancellations of clinical placements
• Records and tracks hours of student supervision provided by clinical sites
• Issues certificates and vouchers to clinical instructors in accordance with the education support plan
• Creates and distributes routine reports within the department and coordinates with other departments to prepare and submit monthly reports reflective of department activity, in accordance with accreditation requirements
• Represents USAHS in meetings and conference calls
• Assists with other projects, activities and programs as requested

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

Reports to: Manager, Clinical Education Central Functions

Positions Supervised: N/A

TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• High school diploma, bachelor’s degree in healthcare, administration or management preferred
• 1-2 years of experience, experience in an academic setting preferred but not required
• Ability to work accurately and coordinate and accomplish a variety of tasks with tight deadlines
• Strong interpersonal skills including effective verbal and written communication skills
• Ability to work collaboratively as part of a team and to interact effectively with colleagues, administrators and faculty members and students, as well as external constituencies
• Data entry and document management experience; demonstrated attention to detail
• Ability to track multiple sets and tracks of data in a demanding work environment
• Demonstrates ability to maintain confidential information
• Exhibit patience and positive attitude in establishing and encouraging a learning environment
• Experience using Salesforce and EXXAT highly preferred
• Experience understanding medical terminology highly preferred
• Proficiency in Microsoft Office suite including Outlook, Word, Excel, Teams and Adobe

TRAVEL -N/A

BUSINESS COMPETENCIES

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer‑centric solutions.

WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.