Fieldwork Administrative Assistant IV - part-time

Samuel Merritt University; Oakland (CA); On-site; USD 36,000 - 52,000; Part time

Benefits offered by this job

Medical, dental, and vision insurance

Mental health resources

Education reimbursement

Employee discounts through Marketplace

Paid vacation, sick leave, and Par ent

Nine paid holidays, plus a paidholiday

Two floating holidays

Volunteer Work Day

Education Leave Days

Job summary

Samuel Merritt University in Oakland is seeking a part-time Administrative Coordinator to support the clinical education program. The role involves coordinating contracts, onboarding students for fieldwork, and managing education records across multiple systems.

You will respond to inquiries, prepare documentation, and assist with accreditation tasks, with a focus on accuracy, confidentiality, and cross‑department collaboration.

Qualifications

• Bachelor's degree preferred.
• Minimum of three years' experience as administrative support in a fast-paced environment.
• Mastery of advanced office/business skills and professional communication.
• Proficiency with MS Office, Google Docs, and collaboration tools.

Responsibilities

• Coordinate and manage fieldwork contracts and MOUs with the contracts office.
• Onboard students for clinical rotations and present onboarding requirements.
• Maintain the department's electronic education databases and records across Exxat‑Prism, My Clinical Exchange, Formstack, Canvas.
• Respond to inquiries from students and external clinical partners; prepare reports for leadership.
• Support accreditation and administrative projects across multiple programs.

Skills

Communication skills

Multitasking

Attention to detail

Discretion and confidentiality

Initiative and ownership

Time management

Education

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Word

Outlook

SharePoint

Google Docs

Adobe

PowerPoint

Job description

Job Description Summary:

The position requires an in-depth understanding of the university’sservices, operations, and standards, and as appropriate, wellintegrated into program management. This position provides internaland external customer service that represents the clinicaleducation program and university. This position works closely withfaculty, students and clinical agencies. This position is 20 hoursper week on the Oakland Campus.

Job Duties and Accountabilities:

An Asterisk (*) denotes an “essential job function” for ADApurposes.

Coordination and Management of Clinical Placement 70%

Contracts

• Manage and ensure currency of all fieldwork and capstonecontracts or MOU’s in coordination with SMU contracts office
• Work with clinical sites and SMU contract department to ensurethat clinics have active contracts and monitor any expirations thatcome due within the next two fieldwork and capstone cycles.

Student Onboarding

• Manage the onboarding requirements, documentation and platformsfor clinical rotations as well as presenting to cohorts duringfieldwork and capstone education meetings outlining theexpectations of onboarding
• Be available to coach students and follow up on onboardingneeds, in person and virtually.

Data Management Systems

• Manage the Department’s electronic clinical education databaseand platforms to include Exxat-Prism, My Clinical Exchange,Formstack, Canvas
• Manage all aspects of the Department’s clinical educationrecords and files, including those related to clinical agencies,students’ clinical experiences, and clinical contracts. Maintainand update these files as necessary

Communication and Documentation

• Respond to inquiries from students, external clinical partners,staff and stakeholders.
• Compose correspondence, develop, prepare, produce, review anddistribute written and electronic documentation and independentlyresearch and analyze associated issues and/or compile materialsneeded for reports and/or decision-making purposes.
• Edit, reproduce and distribute fieldwork and capstone educationmaterials, including course syllabi, clinical or external siteeducation manuals, and procedure manuals for both the fieldwork andcapstone programs.
• Prepares reports based on clinical education data as directedby the Academic Fieldwork Coordinator/Fieldwork Faculty TeamMembers and Capstone coordinator. These include reports generatedthrough EXXAT-Prism, by AOTA’s Formstack, and information uploadedby students within Canvas Capstone courses.
• Manage all aspects of the Department’s clinical educationrecords and files, including those related to clinical agencies,students’ clinical experiences, and clinical contracts.
• Maintains accurate and secure electronic data relative tostudents, clinical education faculty and the clinical educationprogram on various platforms to include Microsoft TEAMS, GoogleDocs, EXXAT-Prism, My Clinical Exchange, and Formstack

Accreditation Documentation:

• Assists with preparation of accreditation reports and thoserequired for other external agencies for those aspects related toclinical education

Additional Administrative Support:

• Manage multiple projects simultaneously. Anticipate and trackinitial dates, events and associated action items; follow up withappropriate parties on behalf of supervisor to ensure deadlines aremet. Support special projects and events including, but not limitedto: continuing education, fieldwork and capstone workshops, andfieldwork and capstone panel discussions.
• Provide administrative support for student and clinicalfaculty

Skills and Abilities:

• Mastery of advanced office/business skills
• Use creative and critical thinking to solve problems anddevelop alternative solutions
• Highly skilled in Microsoft Office applications such as Excel,Word, Outlook, and SharePoint, Google Docs, Adobe, PowerPoint andbasic office equipment
• Demonstrated ability to perform duties with a high level ofprofessionalism, flexibility, discretion, attention to detail,judgment, diplomacy and tact.
• Ability to assist in budget development and preparation withresponsibility for generating supporting documentation foradministrative activities
• Demonstrated ability to handle sensitive issues and maintainconfidentiality.
• Ability to take initiative and ownership of projects,anticipate and support executive’s needs.
• Manage and prioritize a variety of instructions provided inwritten and verbal format from multiple supervisors
• Knowledge and use of proper grammar, punctuation andspelling
• Ability to perform basic mathematical calculations, includingfractions, decimals and percentages
• Ability to read and write memos and correspondence in a clearconcise manner
• Ability to multi-task, adapt to changing priorities and meetdeadlines.
• Ability to concentrate and tolerate interruptions by studentsand faculty
• Excellent communication skills and ability to effectively andquickly organize thoughts and communicate clearly with faculty,students and stakeholders.

Education and/or Experience:

• Bachelor's degree preferred.
• Minimum of three years' experience as administrative support ina fast-paced, multi-task environment requiring a high degree ofaccuracy and independent activity.

Office Location: Oakland Campus – Onsite

• This is an onsite position based in Oakland, CA requiringregular in-office presence to support daily operations,collaboration, and student or team engagement.
• Work is performed primarily on campus in a dynamic academicenvironment, with direct interaction across multidisciplinaryteams.

Mental/Physical Requirements

This position will be performed in an office setting. The positionwill require the incumbent to sit and stand at a desk, communicatein person, video and by telephone, frequently operate standardoffice equipment, such as telephones and computers.

Employee Status:

Regular

Exemption Status:

United States of America (Non-Exempt)

Time Type:

Part time

Pay Range:

Up to $32.00 [hourly/non exempt], depending on experience,qualifications, geographic location, and other relevantfactors.

Organization:

At Samuel Merritt University (SMU), we are dedicated to fostering asupportive, inclusive community committed to advancing healthcarethrough exceptional education, compassionate care, and communityservice. Known for our leading-edge programs in health sciences,SMU equips students and faculty with the knowledge and skills tomake impactful contributions to health and wellness.

We are proud to be an equal opportunity employer. SMU welcomesapplicants from all backgrounds and is committed to creating aninclusive workplace where anyone can thrive and reach their fullpotential.

Samuel Merritt University currently provides base salary ranges forall positions-on job advertisements-in the United States based onlocal requirements. Individual compensation will ultimately bedetermined based on a variety of relevant factors including but-notlimited to qualifications, geographic location, and other relevantskills.

Benefits

• Medical, dental, and vision insurance
• Mental health and wellness resources
• Education reimbursement
• Employee discounts through Marketplace
• Paid vacation, sick leave, and parental leave
• Nine paid holidays, plus a paid holiday break between Christmasand New Year’s Day
• Two floating holidays
• One paid Volunteer Work Day
• Five Education Leave Days