Coordinator, Clinical Program Administration

agilitas; City of Syracuse (NY); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Health insurance options

Tuition coverage

403(b) retirement

Paid holidays

Generous time off

Short and Long Term Disability

Job summary

Le Moyne College is seeking a Program Coordinator for the Department of Physician Assistant Studies. The role provides critical support to the Program Director, Data Analyst, and students, coordinating internal processes and external partners for events, rotations, and stipends.

The position emphasizes administrative leadership, clinical site management, and data integrity across Exxat, OnBase, and Workday systems to ensure smooth program operations and compliance with ARC-PA standards.

Qualifications

• Bachelor’s degree required.
• Demonstrated ability to work independently with problem-solving and conceptual skills.
• Highly organized self-starter with excellent time-management, problem-solving, and conceptual skills.
• Excellent attention to detail, communication, writing, and interpersonal skills.
• Ability to efficiently prioritize workload and meet deadlines in an environment with competing priorities.
• Proficient in the use of Google Suite, Microsoft Suite, Canvas, and Zoom.
• Familiarity with Workday, Exxat, and OnBase systems, preferred, OR adaptable to new platforms.
• Experience creating reports and drafting correspondence with time sensitive data.
• Proven ability to manage highly sensitive and confidential data with strict adherence to privacy standards.
• A proactive mindset focused on identifying operational inefficiencies and implementing streamlined process improvements.
• A positive, collaborative disposition to foster healthy workplace morale and team cohesion.

Responsibilities

• Administrative: Use Workday and legacy systems to handle transactions and support faculty and staff.
• Coordinate events with multiple departments and external vendors as directed by the program director.
• Support special projects and committees and coordinate awards.
• Register students for courses and manage advisor assignments with registrar interface.
• Maintain OnBase, Exxat, and related databases to support operations.
• Coordinate student and preceptor records, including licensing and certifications.

Skills

Time management

Attention to detail

Communication

Problem-solving

Independent worker

Interpersonal skills

Education

Bachelor’s degree required

Tools

Google Suite

Microsoft Office

Canvas

Zoom

Workday

Exxat

OnBase

Job description

About Le Moyne College:

Le Moyne College, located in Syracuse, N.Y., is an independent college established by the Jesuits in 1946 to provide students with a values-based, comprehensive academic program designed to foster intellectual excellence and preparation for a life of leadership and service. Today, Le Moyne has evolved into a nationally acclaimed college of liberal arts and sciences that draws students from across the U.S. and abroad.

Our Mission:

Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.

Le Moyne College aims to advance the values of diversity and inclusiveness at the college. To do this, Le Moyne seeks scholars and professionals who bring innovation, creativity, and impact to the campus, and who bring greater depth, breadth, and diversity to our campus community. Le Moyne College is an equal opportunity employer and encourages women, persons of color, and Jesuits to apply for employment.

Position Summary

The Department of Physician Assistant Studies Program Coordinator is a multifaceted role central to the department’s success, providing critical support and collaboration to the Program Director, Data Analyst, Clinical Team and Didactic and Clinical Year students. The Program Coordinator establishes open lines of communication with external partners such as sites and preceptors as well as the internal partners that are instrumental to event planning and payment processing.

Principal Duties and Essential Functions

Job duties specific to this position:

Administrative

• Utilize the Workday platform and legacy systems to handle fiscal transactions; support faculty and staff in their use of these platforms and systems
• Lead collaboration among Program Director, Department Members, Catering, Communications, Facilities, A/V, and external vendors to plan and prepare for major and quotidian department events, at discretion of program director
• Support special projects and committees, at discretion of program director
• Coordinate annual student honor society and scholarship awards
• Serve on college commencement committee; oversee completion of graduation application and ordering of white coats; send congratulatory PANCE cards
• Address faculty and student needs and triage individuals to the right person/place if unable to meet the faculty member’s or student's needs
• Maintain OnBase database; upload and retrieve documents as needed
• Register students for courses and process advisor assignments; interface with the registrar
• Register/update students in databases for NYSSPA and AAPA
• Troubleshoot ID card access issues
• Coordinate lab repairs and maintain office supplies
• Solicit support from IT and external vendors as needed
• Draft, review, and send correspondence
• Maintain procedures manual for administrative responsibilities

Clinical Site Management

• Manage clinical placement lists and updates lists in the ARC-PA portal biannually. Generates reports for the clinical coordinator, Data analyst and program director as requested for ongoing programmatic self-study.
• Manage AAPA CME credits for PA-C preceptors; prepare report at conclusion of “year” and submit new applications as needed
• Manage stipends for precepting: request and process W-9s as needed; communicate with Finance and Program Director to ensure payment of stipends.
• Email student evaluations of preceptors to preceptors annually
• Verify preceptors performing student evaluations meet ARC-PA standards.
• Collects and maintains documentation of preceptor licensure, certifications as required by ARC-PA.
• Review and manage the Exxat webpage; maintain the preceptor website within the placement system
• Organize and provide Preceptor Placement Report to the Data Analyst and clinical faculty prior to each clinical rotation.
• Update, set up and publish Learning Activities, Student Profile and Compliance sections in Exxat, our clinical scheduling system.
• Confirm current affiliation agreement on file for each clinical rotation and preceptor prior to student beginning rotation.

Database Maintenance

• Compile data into Excel spreadsheets, Google Drive and databases as required by internal stakeholders.
• Ensure Exxat is up-to-date: Maintain, reviews and updates data clinical site requirements, preceptor and staff information and student compliance documents including annual health updates.
• Maintain Resources section in Exxat.
• Create rotation-related reports via Exxat.
• Work in collaboration with Clinical Team to analyze Trends and generate suggestions for improvements.
• Ensure data is stored appropriately and protected from unauthorized access, and that privacy and security standards are met.
• Identify and fix errors and inconsistencies in databases to make them more accurate and reliable.
• Regularly participate in Exxat webinars to enhance understanding of platform; disseminate pertinent information to department members
• Identify scheduling system issues and provide technical support; serve as the liaison between DPAS and Exxat IT Support.

Student Transitions

• Hold individual meetings with students early in first year to review required documents
• Collaborate with the clinical team during transition from first to second year.
  • Present Exxat system onboarding to first-year students.
  • Maintain PowerPoint slides and Word documents to help students learn how to navigate Exxat and compliance
  • Manage background check process for clinical year students
  • Register/update students in databases for PAEA, ROSH Review/PANCE prep tools and other external vendor tools to support student learning.
  • Manage PAEA Exam Box registration.
• Provide face-to-face as well as virtual guidance to answer questions regarding paperwork upload, understanding site requirements, and preparing necessary health documents.
• Provide excellent customer service to students by relating program information and resources; work to ensure students are held accountable while also feeling supported and set up for success

Additional Duties:

• Facilitate group interview sessions during the admission process; actively contribute to the development of the group interview case, rubric, script, and flow
• Maintain procedures manual for clinical responsibilities
• Assists with Commencement, Transition White Coat Ceremony, White Coat Ceremony, Orientation
• Serve on DPAS committee based on program needs and in alignment with professional skills and departmental responsibilities
• Support grant team as needed; maintain Constant Contact and help transition Project Manager
• As available and needed, support administrative aspects of mask fit testing, which would occur outside of regular work hours
• Participate in monthly department meetings and sites/placements meetings
• Serve on DPAS committee based on program needs and in alignment with professional skills and departmental responsibilities
• Follow FERPA regulations in maintaining confidential student information.
• Provides excellent customer service to students by relating program information and resources.
• Understand and partner with the College’s commitment to diversity, equity, and inclusion to ensure these values are maintained throughout programming and daily interactions.
• Apply knowledge of administrative and academic operating policies to support student success.

Job expectations for all Le Moyne College employees:

• Demonstrates and role-models all of Le Moyne’s mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
• Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
• Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
• Promotes cura apostolica by aligning professional goals, objectives, and performance with college’s strategic goals.
• Demonstrates excellent work attendance, reliability and work ethic.
• Attends and actively participates in required meetings and training sessions.
• Complies and adheres to all of Le Moyne’s established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
• Must complete all required federal, state, institution and department trainings.
• Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
• Performs a variety of related duties as assigned.

QUALIFICATIONS

• Required:
  • Bachelor’s degree required
  • Demonstrated ability to work independently with problem-solving and conceptual skills.
  • Highly organized self-starter with excellent time-management, problem-solving, and conceptual skills
  • Excellent attention to detail, communication, writing, and interpersonal skills.
  • Ability to efficiently prioritize workload and successfully meet deadlines in an environment with competing priorities
  • Proficient in the use of Google Suite, Microsoft Suite, Canvas, and Zoom.
  • Familiarity with Workday, Exxat, and OnBase systems, preferred, OR adaptable to new platforms
  • Experience creating reports and drafting correspondence with time sensitive data.
  • Proven ability to manage highly sensitive and confidential data with strict adherence to privacy standards.
  • A proactive mindset focused on identifying operational inefficiencies and implementing streamlined process improvements.
  • A positive, collaborative disposition to foster healthy workplace morale and team cohesion.
• Preferred:
  • 2+ years administrative work experience in a higher education environment
  • Prior payment processing experience
  • Prior event planning experience
  • Prior supervisory experience

Working Conditions and Physical Demands

Our campus thrives on the energy, collaboration, and shared ideas of our community. We believe that the best student mentorship, professional growth, and creative breakthroughs happen through real-time, face-to-face connection. To support this vibrant academic environment, positions at Le Moyne College are based on-campus. This ensures our teams can seamlessly collaborate, build strong professional relationships, and directly contribute to our student-centered mission.

Additional Information

Le Moyne Benefits

• 403(b) Retirement contribution- (9.5% Employermatch)
• Generous tuition coverage
• Health insurance options- (Medical, Dental, Vision, Flexible Spending Accounts)
• Health Savings Accounts- (Partially Employer funded)
• Basic Life & AD&D Insurance- (Employerpaid)
• Short and Long Term Disability Insurance (Employer paid)
• Supplemental Life & AD&D Insurance
• Voluntary benefits- (Legal, Critical Illness, Hospital Indemnity, Accident Insurance, Pet Insurance etc.)
• 12 paid holidays
• Generous time off package

35 hour work week

Pay Range

$25.00 - $28.00 per hour

Equal Employment Opportunity

Le Moyne College prohibits discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, citizenship & immigrationor any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Le Moyne makes hiring decisions based solely on qualifications, merit, and business needs at the time.