Fieldwork Administrative Assistant IV

Samuel-Merritt-University; Oakland (CA); On-site; USD 26,000 - 36,000; Full time

Job summary

Samuel Merritt University on Oakland Campus is seeking a part-time administrative support role (onsite) to coordinate clinical placements and manage related contracts. The position requires coordinating with faculty, students, and clinical agencies, and involves onboarding students, data management, and diverse administrative tasks.

The role is 20 hours per week on campus in Oakland, with responsibilities including documentation, accreditation support, and collaboration across multidisciplinary

Responsibilities

• Coordinate and manage clinical placement activities (70% of duties).
• Manage and ensure currency of fieldwork and capstone contracts/MOU's with contracts office.
• Oversee onboarding requirements and platforms for clinical rotations; present to cohorts.

Job description

Description:Job Description Summary:The position requires an in-depth understanding of the university’s services, operations, and standards, and as appropriate, well integrated into program management. This position provides internal and external customer service that represents the clinical education program and university. This position works closely with faculty, students and clinical agencies. This position is 20 hours per week on the Oakland Campus.Duties and Responsibilities:Job Duties and Accountabilities:An Asterisk (*) denotes an “essential job function” for ADA purposes.Coordination and Management of Clinical Placement 70%ContractsManage and ensure currency of all fieldwork and capstone contracts or MOU’s in coordination with SMU contracts officeWork with clinical sites and SMU contract department to ensure that clinics have active contracts and monitor any expirations that come due within the next two fieldwork and capstone cycles.Student OnboardingManage the onboarding requirements, documentation and platforms for clinical rotations as well as presenting to cohorts during fieldwork and capstone education meetings outlining the expectations of onboardingBe available to coach students and follow up on onboarding needs, in person and virtually.Data Management SystemsManage the Department’s electronic clinical education database and platforms to include Exxat-Prism, My Clinical Exchange, Formstack, CanvasManage all aspects of the Department’s clinical education records and files, including those related to clinical agencies, students’ clinical experiences, and clinical contracts. Maintain and update these files as necessaryAdministrative Support 30%Communication and DocumentationRespond to inquiries from students, external clinical partners, staff and stakeholders.Compose correspondence, develop, prepare, produce, review and distribute written and electronic documentation and independently research and analyze associated issues and/or compile materials needed for reports and/or decision-making purposes.Edit, reproduce and distribute fieldwork and capstone education materials, including course syllabi, clinical or external site education manuals, and procedure manuals for both the fieldwork and capstone programs.Prepares reports based on clinical education data as directed by the Academic Fieldwork Coordinator/Fieldwork Faculty Team Members and Capstone coordinator. These include reports generated through EXXAT-Prism, by AOTA’s Formstack, and information uploaded by students within Canvas Capstone courses.Manage all aspects of the Department’s clinical education records and files, including those related to clinical agencies, students’ clinical experiences, and clinical contracts.Maintains accurate and secure electronic data relative to students, clinical education faculty and the clinical education program on various platforms to include Microsoft TEAMS, Google Docs, EXXAT-Prism, My Clinical Exchange, and FormstackAccreditation Documentation:Assists with preparation of accreditation reports and those required for other external agencies for those aspects related to clinical educationAdditional Administrative Support:Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met. Support special projects and events including, but not limited to: continuing education, fieldwork and capstone workshops, and fieldwork and capstone panel discussions.Provide administrative support for student and clinical facultySkills and Abilities:Mastery of advanced office/business skillsUse creative and critical thinking to solve problems and develop alternative solutionsHighly skilled in Microsoft Office applications such as Excel, Word, Outlook, and SharePoint, Google Docs, Adobe, PowerPoint and basic office equipmentDemonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, attention to detail, judgment, diplomacy and tact.Ability to assist in budget development and preparation with responsibility for generating supporting documentation for administrative activitiesDemonstrated ability to handle sensitive issues and maintain confidentiality.Ability to take initiative and ownership of projects, anticipate and support executive’s needs.Manage and prioritize a variety of instructions provided in written and verbal format from multiple supervisorsKnowledge and use of proper grammar, punctuation and spellingAbility to perform basic mathematical calculations, including fractions, decimals and percentagesAbility to read and write memos and correspondence in a clear concise mannerAbility to multi-task, adapt to changing priorities and meet deadlines.Ability to concentrate and tolerate interruptions by students and facultyExcellent communication skills and ability to effectively and quickly organize thoughts and communicate clearly with faculty, students and stakeholders.Minimum QualificationsEducation and/or Experience:Bachelor's degree preferred.Minimum of three years' experience as administrative support in a fast-paced, multi-task environment requiring a high degree of accuracy and independent activity.Work Environment:Office Location: Oakland Campus – OnsiteThis is an onsite position based in Oakland, CA requiring regular in-office presence to support daily operations, collaboration, and student or team engagement.Work is performed primarily on campus in a dynamic academic environment, with direct interaction across multidisciplinary teams.Mental/Physical Requirements:This position will be performed in an office setting. The position will require the incumbent to sit and stand at a desk, communicate in person, video and by telephone, frequently operate standard office equipment, such as telephones and computers.Employee Status:RegularExemption Status:United States of America (Non-Exempt)Time Type:Full timeJob Shift:Pay Range:Up to $32.00 [hourly/non exempt], depending on experience, qualifications, geographic location, and other relevant factors.Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.