Clinical Placement Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 60,000 - 75,000; Full time

Job summary

Vanderbilt University’s Office of Clinical Placement coordinates clinical placements for academic programs and supports local and distance students across the United States. It maintains data accuracy in Exxat and builds strong relationships with healthcare partners.

The role oversees placement assignments, tracks immunizations and background checks, and drives process improvements to meet accreditation and regulatory standards.

Qualifications

• Bachelor’s degree required.
• Experience in healthcare or higher education preferred.
• Strong organizational, project management, problem-solving, and time-management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office; experience with clinical placement management systems such as Exxat preferred.

Responsibilities

• Coordinate clinical placements for assigned academic programs.
• Maintain placement data and records in Exxat and other systems.
• Ensure compliance with licensure, regulatory, and Board of Nursing requirements.
• Lead site recruitment and geographic expansion efforts.
• Coordinate student placement assignments, schedules, and changes.
• Monitor immunizations, background checks, and health requirements.

Skills

Adaptability

Professionalism

Proactive

Initiative

Ownership Mindset

Autonomy

Communication

Organization

Relationship Mgmt

Problem Solving

Attention to Detail

Student Service

Education

Bachelor's degree

Tools

Exxat

Microsoft Office

Job description

About the Work Unit

The Office of Clinical Placement collaborates with faculty, program directors, students, and clinical partners to facilitate productive clinical experiences. The office recruits and maintains clinical sites in Middle Tennessee and coordinates agreements and agency requirements for distance students across the United States and, when needed, internationally.

Key Functions and Expected Performance

• Coordinate clinical placements for assigned academic programs, ensuring timely and appropriate clinical experiences.
• Manage clinical placement operations to support local and distance students.
• Provide strategic oversight of clinical placement processes to ensure compliance with licensure, regulatory, and Board of Nursing requirements.
• Oversee accuracy, integrity, and optimization of clinical placement data within the Exxat system
• Lead clinical site recruitment and geographic expansion efforts through targeted outreach and relationship-building
• Ensure consistent, high quality placement experiences through process improvement and operational oversight.
• Build and maintain strong relationships with clinical sites, healthcare organizations, preceptors, faculty, students, and program leadership.
• Recruit and develop clinical partnerships to meet program needs and support geographic expansion.
• Coordinate student placement assignments, schedules, requirements, and changes.
• Monitor student compliance with immunizations, certifications, background checks, drug screenings, health requirements, and site-specific requirements.
• Manage clinical site records, affiliation agreements, placement documentation, and compliance data.
• Ensure placements align with curriculum, accreditation standards, regulatory requirements, and clinical site expectations.
• Monitor deadlines and proactively address placement gaps, changes, cancellations, and other challenges.
• Serve as a primary resource for student and stakeholder questions and resolve complex placement concerns.
• Collaborate with faculty and program leadership to align placement strategies with academic and program needs.
• Maintain accurate placement data using Exxat and other databases and administrative systems.
• Participate in meetings, training, professional development, and special projects as assigned.
• Maintain confidentiality and comply with institutional policies and applicable regulations

Supervisory Relationships

This position does not have supervisory responsibility. It reports administratively and functionally to the Director of Clinical Affairs Operations.

Education and Certifications

• Bachelor’s degree required.
• Experience in healthcare, higher education, clinical education, student services, program coordination, or a related field preferred.
• Strong organizational, project management, problem-solving, and time-management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office; experience with clinical placement management systems such as Exxat preferred.

Key Characteristics for Success

• Adaptability: Effectively responds to changing site availability, student needs, schedules, and program requirements.
• Professionalism: Demonstrates sound judgment, accountability, discretion, and respect in all interactions.
• Proactive: Anticipates needs, identifies opportunities, and takes action without waiting to be directed.
• Takes Initiative: Comfortable identifying what needs to be done and moving work forward independently.
• Ownership Mindset: Takes responsibility for outcomes, follows through on commitments, and sees projects through to completion.
• Highly Autonomous: Works effectively with minimal supervision, using sound judgment to prioritize and make decisions.
• Resourceful: Finds solutions, overcomes obstacles, and knows when and how to seek support when needed.
• Accountable: Takes responsibility for both successes and challenges, learns from outcomes, and continuously improves.
• Self-Directed: Effectively manages priorities, time, and workload while maintaining high standards of quality.
• Action-Oriented: Moves from ideas to execution quickly and maintains momentum without requiring constant direction.
• Organization & Planning: Effectively manages multiple placements, sites, deadlines, and competing priorities.
• Communication: Communicates clearly and professionally with diverse stakeholders.
• Relationship Management: Builds collaborative, long-term partnerships with clinical and academic partners.
• Problem Solving: Anticipates challenges and develops practical solutions.
• Attention to Detail: Maintains accurate placement, compliance, and affiliation records.
• Student Service: Provides responsive, professional, and student-focused support.