DPT Program & Clinical Education Coordinator

Harrisburg University of Science and Technology; Harrisburg (Dauphin County); On-site; USD 65,000 - 90,000; Full time

Job summary

The Harrisburg University of Science and Technology seeks a DPT Program and Clinical Education Coordinator to manage administrative and operational functions of the DPT program, focusing on clinical education, student compliance, labs, and accreditation documentation.

Reporting to the DPT Program Lead and collaborating with the Director of Clinical Education, the role acts as a liaison among leadership, faculty, students, clinical partners, and vendors, handling program processes and policy

Qualifications

• Bachelor's degree from an accredited institution.
• 3+ years of progressively responsible experience in program coordination, higher education administration, healthcare administration, clinical education, or related setting.
• Ability to independently manage multiple projects, priorities, and deadlines.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work with faculty, students, administrators, healthcare professionals, external partners, and vendors.
• Experience handling confidential and sensitive information.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to learn and manage specialized databases and program management systems.
• Experience in higher education, healthcare education, or clinical education (preferred).
• Experience coordinating relationships with healthcare organizations, clinical sites, or external partners (preferred).
• Experience with accreditation documentation, regulatory compliance, or program assessment (preferred).
• Experience with budget monitoring, purchasing, vendor management, or operational planning (preferred).

Responsibilities

• Coordinate clinical education activities and site relationships.
• Manage clinical affiliation agreements and ensure documentation is complete.
• Monitor student health documentation and compliance requirements.
• Maintain accuracy of program records in Exxat and other systems.
• Coordinate program calendars, meetings, and events.
• Support accreditation documentation and program assessment activities.
• Provide primary point of contact for students, faculty, and external partners.

Skills

Program coordination

Higher education administration

Healthcare administration

Clinical education

Communication skills

Multitasking

Confidential information handling

Microsoft Office

Education

Bachelor's degree

Tools

Exxat

Microsoft Office Suite

Job description

Position Summary

The DPT Program and Clinical Education Coordinator is responsible for independently coordinating key administrative and operational functions of the DPT (Doctor of Physical Therapy) Program, with particular responsibility for clinical education, student compliance, laboratory operations, program processes, and accreditation-related documentation.

Position Summary

The DPT Program and Clinical Education Coordinator is responsible for independently coordinating key administrative and operational functions of the DPT (Doctor of Physical Therapy) Program, with particular responsibility for clinical education, student compliance, laboratory operations, program processes, and accreditation-related documentation. Reporting to the DPT Program Lead and working closely with the Director of Clinical Education (DCE), the Coordinator exercises independent judgment in prioritizing program needs, resolving operational issues, coordinating with internal and external stakeholders, monitoring compliance requirements, and recommending improvements to program processes. The position serves as a key operational liaison among DPT leadership, faculty, students, clinical education partners, University departments, vendors, and other stakeholders. The Coordinator is expected to independently manage assigned areas of responsibility within established University and program policies and to identify matters requiring escalation to program leadership.

Key Accountabilities

Clinical Education Coordination

• Independently coordinate administrative processes supporting clinical education activities and clinical site relationships.
• Coordinate clinical affiliation agreements and related documentation, identify outstanding requirements, and work with University personnel and clinical partners to facilitate timely completion.
• Review and reconcile clinical affiliation agreements in collaboration with the Director of Clinical Education and legal counsel.
• Monitor student clinical education compliance requirements, including health documentation, immunizations, clearances, and other required materials.
• Review compliance information and determine when students have outstanding requirements that may affect eligibility for clinical education activities, referring exceptions or significant concerns to the DCE or Program Lead as appropriate.
• Manage clinical education information within Exxat and other designated systems and ensure the accuracy, completeness, and timeliness of program records.
• Serve as a primary administrative liaison with clinical sites regarding onboarding requirements, documentation, deadlines, and clinical education processes.
• Identify and independently resolve routine clinical education operational issues and recommend solutions for more complex matters to the DCE.
• Monitor clinical education timelines, student requirements, timesheets, and assignment completion and initiate appropriate follow-up when requirements are not met.
• Coordinate clinical education orientation activities and communications with students, Clinical Instructors, and clinical partners.
• Analyze recurring clinical education administrative issues and recommend improvements to processes, communication, and workflow.

Program Operations and Administration

• Coordinate day-to-day administrative operations of the DPT Program within assigned areas of responsibility.
• Independently prioritize competing operational needs and deadlines based on program requirements, academic schedules, accreditation expectations, and student needs.
• Serve as a primary point of contact for students, faculty, University departments, visitors, vendors, and external partners regarding assigned program operations.
• Evaluate inquiries and operational concerns, determine appropriate courses of action within established policies, and escalation matters requiring faculty or leadership decisions.
• Coordinate program calendars, meetings, events, and other operational activities requiring collaboration among multiple internal and external stakeholders.
• Prepare and coordinate agendas, meeting materials, minutes, reports, correspondence, and follow-up activities.
• Monitor program expenditures, purchasing activities, and budget information within assigned areas and identify discrepancies or concerns for program leadership.
• Coordinate purchasing and vendor relationships for program equipment, supplies, services, and laboratory needs.
• Maintain program records and develop processes to support compliance with University policies, FERPA requirements, CAPTE accreditation requirements, and other applicable standards.
• Support preparation and organization of documentation for accreditation, assessment, program review, and other regulatory or institutional requirements.
• Evaluate existing administrative workflows and recommend and implement approved improvements to increase program efficiency and effectiveness.

Independent Judgement and Decision-Making

The Coordinator is expected to exercise discretion and independent judgment in carrying out assigned responsibilities. This includes:

• Establishing priorities among competing program and clinical education operational needs.
• Evaluating information and determining appropriate administrative actions within established University and program policies.
• Resolving routine operational and clinical education coordination issues without direct supervision.
• Determining when issues present significant compliance, student progression, operational, or partnership concerns requiring escalation.
• Recommending modifications to administrative procedures and workflows.
• Coordinating across University departments and external organizations to accomplish program objectives.
• Evaluating laboratory operational needs and initiating appropriate actions within established authority.
• Handling confidential and sensitive information requiring judgment regarding appropriate communication and access.

EXPECTATIONS OF ALL STAFF

• Applies best efforts and full capability each day to the work assigned by their manager.
• Advises the manager when:
  • An assignment is not understood.
  • An assignment conflicts with knowledge of the circumstances, current skills, or available time/resources.
  • Obstacles to completing the assignment exist or are likely to occur.
  • Opportunities to better complete or improve the assignment exist or may occur.
• Understands and demonstrates our cultural expectations.

Minimum Qualifications

• Bachelor's degree from an accredited institution.
• Minimum of three years of progressively responsible experience in program coordination, higher education administration, healthcare administration, clinical education, or a related setting.
• Demonstrated ability to independently manage multiple projects, priorities, and deadlines.
• Demonstrated experience exercising judgment and resolving operational problems.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work effectively with faculty, students, administrators, healthcare professionals, external partners, and vendors.
• Demonstrated ability to manage confidential and sensitive information.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to learn and manage specialized databases and program management systems.
• Preferred Qualifications:
• Experience in higher education, healthcare education, or clinical education.
• Experience supporting an accredited healthcare professional education program.
• Familiarity with Exxat or a comparable clinical education management platform.
• Experience with accreditation documentation, regulatory compliance, or program assessment.
• Experience coordinating relationships with healthcare organizations, clinical sites, or external partners.
• Experience with budget monitoring, purchasing, vendor management, or operational planning.

WORK HOURS

The university work week is Sunday through Saturday. Most administrative offices are open Monday through Friday from 8:00 am to 5:00 pm. To accommodate the college's business needs, employees may be assigned to other workdays and/or hours, including weekends and evenings. Employees may be required to work overtime. This particular role requires an on-campus presence of 2-3 days per week, coordinated with program needs, and will need to be on campus some evenings and weekends for lab dates.