Experiential Education Coordinator

Chapman University; Orange (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading university is seeking an Experiential Education Coordinator to provide administrative and program support for the Office of Experiential Education. The role involves managing student scheduling, compliance, and logistical operations for educational programs, requiring strong organizational and communication skills. Candidates must have at least three years of relevant experience and a Bachelor’s degree.

Qualifications

• Minimum of three years of experience in related functions.
• Proven ability to reason, prioritize, and problem solve.

Responsibilities

• Manage APPE program logistics and track compliance requirements.
• Coordinate events and handle administrative functions for the office.

Skills

Organizational Skills

Communication

Problem-Solving

Interpersonal Skills

Writing Skills

Education

Bachelor's Degree

Tools

PeopleSoft

CORE ELMS

Job description

Position Title:

Experiential Education Coordinator

Position Type:

Regular

Job Number:

SA54524

Full or Part Time:

full-time 40 hours weekly

Fair Labor Standard Act Classification:

Non-Exempt

Anticipated Pay Range:

$25.00 - $27.50

Pay Range Information:

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary:

The Experiential Education coordinator provides administrative and program support to the Chapman University School of Pharmacy (CUSP) in the Office of Experiential Education (OEE). The Experiential Education Coordinator, in collaboration with the Director and Assistant Director of Experiential Education, executes procedures relating to student scheduling, compliance, and daily operation of the APPE programs.

This role processes payments and assists with data collection for the Site Incentive program; and develops electronic and written communication for student pharmacists and Experiential Educators as needed for program operation. This position assists with the maintenance of affiliation agreements and faculty appointments. Responds to phone, email, and in-person inquiries; and other duties as assigned.

Responsibilities:

Support the Experiential Education Program

• Manage Advanced Pharmacy Practice Experiences (APPE) program by collecting site/preceptor availability and upload to CoreELMS, coordinate with other stakeholders to run lottery assignments for T7/T8, and coordinate daily program logistics.
• Manage necessary APPE assignment changes when appropriate.
• Track student compliance and APPE site requirements (e.g. background checks, drug screening, immunizations, Basic Life Support (BLS) certification, clearances), and ensure accurate and up-to-date documentation in CoreELMS.
• Monitor timely completion of student and preceptor/site evaluations for APPE courses, follow up as necessary
• Maintain updated APPE course requirements and materials in CoreELMS, including class-specific requirement page, syllabi, evaluation rubrics, and resources in the Document Library.
• Document APPE student issues in Canvas, provide available resources, and refer students to appropriate offices as needed.
• Track experiential hours and evaluation completion for APPE courses in Canvas.
• Serve as a liaison between OEE and APPE preceptors.

Support the Experiential Education Office

• Assist with the Incentive Program by
  • 1. Confirming rotation seat placements, site & payee information,
  • 2. Coordinating with Dean’s Office to determine payment amounts, and
  • 3. Processing of payments in a timely manner.
• Provide support in administrative and logistical functions of school.
• Process payments, reimbursements, Purchase Requisitions, etc. for the department.
• Assist in updating preceptor training / orientation material for APPE courses
• Coordinate the distribution of preceptor evaluation reports to CUSP faculty for their annual evaluation reports

Coordinate special events, meetings and projects

• Assist with special projects and/or student events such as Experiential Education and New Student Orientation, accreditation site visit events, other accreditation activities, Commencement, etc.; including room reservations, catering, ordering supplies, and other arrangements as required.
• Assist with other events such as the Annual Preceptor Fair, the Experiential Education Advisory Committee (EEAC) meeting, and Annual Preceptor Appreciation Dinner.

Required Qualifications:

• A minimum of three years of demonstrated professional experience in related functions, preferably in higher education.
• Bachelor’s degree and/or equivalent combination of education and work experience. Proven ability to carry out duties in a timely manner
• Proven ability to reason, prioritize, problem solve and communicate logically Experience in meeting/event coordination
• Experience carrying out duties when faced with interruptions, distractions, and a fluctuating workload
• Skills for basic arithmetic and calculation skills
• Technical skills to learn and use enterprise systems and departmental tools.
• Excellent computer skills in word processing, excel spreadsheets, Internet and electronic mail with the ability to set up and maintain a database
• Experience using standard office equipment such as copier, fax and calculator.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering.
• Clear and understandable speech to disseminate information and forward messages in a thorough and appropriate manner.
• Demonstrate effective, clear and businesslike written and oral communications – including solid editing, proofreading skills.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University. Excellent problem-solving skills.
• Ability to use tact, diplomacy and maintain a high level of confidentiality.
• Strong commitment to teamwork. Service-oriented, with ability to maintain a pleasant and helpful attitude.

Desired Qualifications:

• Working knowledge of PeopleSoft.
• Working knowledge of University policies and procedures that pertain to the duties of this position.
• Working knowledge of CORE ELMS.

Special Instructions to Applicants:

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References:

2