Clinical EducationCoordinator

Western University of Health Sciences; Pomona (CA); On-site; USD 54,000 - 66,000; Full time

Job summary

Western University of Health Sciences seeks a Clinical Education Coordinator to support the DPT- Oregon clinical education program, assist with admissions and recruitment activities, and help manage regulatory-compliant clinical placement records.

Responsibilities include Exxat administration, data reporting, and collaboration with the DCE, ADCEs, and operations to ensure efficient placement workflows and CAPTE-aligned processes.

Qualifications

• Bachelor's Degree required.
• 5 years administrative/secretarial experience.
• Experience with Office 365.
• Experience with Exxat highly preferred.
• Master's preferred.

Responsibilities

• Provides an independent first review of the integrity and accuracy of the clinical education database.
• Serves as the primary administrator for Exxat, overseeing records and system data.
• Coordinates, organizes, and maintains the records of clinical education team meetings and minutes.
• Performs record keeping and budgeting tasks related to clinical education expenditures.

Skills

Computer skills

Communication

Confidentiality

Education

Bachelor's Degree

Master's preferred

Tools

Exxat

Office 365

SharePoint

Word

Excel

PowerPoint

Job description

Clinical Education Coordinator

Posting Number: A01045

Campus: Western University Campus-Lebanon, OR

Department: 16041-DPT- Doctor of Phys. Therapy-Oregon

Classification Pay Scale

In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Expected Pay Scale

Minimum: $60,000.00 Annually

Maximum $60,000.00 Annually

Job Summary

The Coordinator of Clinical Education supports the DPTE-OR with primary focus on the curriculum's clinical education component and secondary focus on new student recruitment and admissions. Coordinator of Clinical Education collaborates as a CE team member to assist, relieve, and protect the workload of the Director of Clinical Education (DCE) and the Assistant Director of Clinical Education (ADCE). This position reports directly to the DCE and indirectly to the CHS-NW Director of Operations.

Functions

The Coordinator of Clinical Education supports the DPTE-OR with primary focus on the clinical education component of the curriculum and secondary focus on new student recruitment and admissions. The Coordinator of Clinical Education works with the DCE and in the interest of the clinical education (CE) team by collaborating as a CE team member to assist and relieve the workload of the DCE and the Assistant Director(s) of Clinical Education.

Knowledge, Skills And Abilities

Individuals must possess the knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Good computer skills necessary to set up document formats in Word, Excel, PowerPoint, EXXAT, and any other software programs required by the position.
• Ability to maintain the department website, maintain Clinical Education Program Sharepoint site, and develop / maintain department social media accounts.
• Ability to make decisions and work with minimal supervision.
• Experience with fax, copy machine, printer, and telephone operation.
• Good verbal and written communication skills. Must be able to effectively interact with administration, faculty, staff, clinical partners, and other contacts.
• Ability to communicate with others in person, via telephone, Internet/Intranet, and e-mail.
• Ability to maintain confidentiality is essential.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

Education:

• Any combination of education, training, or experience that provides the required knowledge, skills, and abilities.
• Bachelors' Degree required.
  
  

Experience

• 5 years administrative/secretarial experience.
• Experience with various computer software including Office 365.
• Experience with student placement software (Exxat) highly preferred.
  
  

Preferred Qualifications

• Master's preferred.
  
  

Posting Date: 08/03/2026

Closing Date: 08/03/2027

Essential Job Duties

Clinical Education Duties, in conjunction with DCE:

• Provides an independent first review of the integrity and accuracy of the clinical education database, including clinical sites, key contacts, and affiliation agreements. Ensures the maintenance of current and compliant student clinical education and confidentiality records related to clinical experiences.
• Serves as the primary administrator for Exxat, overseeing the creation, management, and maintenance of records, documentation, and system data necessary to support clinical placement operations and regulatory compliance.
• Provides critical monitoring of workflows and data management processes, ensuring timely coordination and follow-up with students, faculty, and clinical partners to facilitate efficient clinical placements and prevent delays.
• Collaborates with the DCE, clinical education faculty, and Affiliations Agreements Team in the execution of affiliation agreements and maintenance of contract records. Communicates contract expiration dates and specific contract items with the clinical education faculty as needed to maintain appropriate records and clinical partnerships in alignment with CAPTE criteria.
• Creates reports regarding clinical education data from the Exxat software system and the APTA CPI grading tool in collaboration with the DCE and the clinical education faculty.
• Coordinates, organizes, and maintains the records of clinical education team meetings, publishes meeting minutes, records voting, and references meeting minutes and records to support clinical education processes, policies, and procedures.
• Charged with review and workflow oversight of pre-rotation onboarding in coordination with DCE.
• Creates Reports and performs database management
• Participates in the annual update of the Clinical Education Student Handbook.
• Works with the state authorization team and communicates with the DCE regarding state authorization associated with pending and current clinical placements.
• Performs record keeping of annual updates to liability certificates in alignment with university, accreditation standards, and affiliation agreements.
• Participates in assessment and accreditation activities to promote ongoing quality improvement of the clinical education program and to maintain compliance with CAPTE standards, policies, and procedures

Other Clinical Education Duties, In Conjunction With DCE

• The Coordinator of Clinical Education is charged with the accounting of clinical education expenditures, including, but not limited to, the allocation of funds using the Concur reimbursement system, management and creation of check requisitions, management of purchases through Elixir, drafting and coordination of budget transfers, credit card reconciliation, and all expenditure follow ups with both the university and associated external vendors. Included here is also the management of budgetary record keeping and associated budgetary reports of the Clinical Education faculty to be shared with the departmental budget authorities as needed or requested.
• Communicates regularly with the DCE and Director of Operations regarding budget items and available funds.
• Coordinates the student placement processes, including March Mailing and related clinical placement activities, by facilitating communication among students, faculty, and clinical partners; managing workflow timelines and documentation requirements; and ensuring timely completion of placement-related tasks to support successful clinical assignments.
• The Coordinator of Clinical Education schedules meetings and facilitates processes for new site development.
• New site development may include site outreach and solicitation, and other planning processes for site development.
• Coordinates with the DCE and clinical education faculty regarding communication with students, clinical partners, and affiliates, including tasks related to new and current site development.
• Collaborates with the clinical education faculty to develop a strong clinical education environment.

Admission Activities

• Coordinates the planning, organization, and implementation of student recruitment and admissions activities in collaboration with the DPTE-OR Director of Admissions, ensuring effective communication, scheduling, and execution of admission-related initiatives.
• Serves as a key point of coordination for prospective student engagement by facilitating admissions interviews, campus tours, recruitment events, and outreach activities.
• Maintains ongoing communication with prospective students, faculty, and admissions stakeholders; coordinates workflow and scheduling; and ensures timely follow-up throughout the recruitment and admissions process to support enrollment goals and a positive candidate experience.
• Performs other duties as assigned by the DCE, ADCEs, Director of Operations, Director of Admissions or programmatic leadership.