Fixed Term, Clinical Systems Project Assistant

Wake Forest University Pre-College Programs; Reynolda Park (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

Wake Forest University is seeking a Project Assistant to support the MedicatOne EHR implementation within Deacon Health and Campus Life Systems. The role focuses on administrative project management, documentation, and staff training for the first 18 months of the rollout.

Applicants should have a bachelor’s degree (or equivalent) and be comfortable learning new software, with strong communication and organizational skills to ensure smooth project execution.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience.
• Technical: High comfort level learning new software systems.
• Project Management: Break down complex tasks, manage timelines, and coordinate multiple moving parts.
• Communication: Excellent written and verbal skills; translate requirements clearly.
• Analytical Problem Solving: Detail-oriented with proactive issue resolution.
• Strong organizational skills and follow-through on projects.

Responsibilities

• Provide administrative project management support and maintain documentation of decisions and processes.
• Coordinate communication and document testing feedback for MedicatOne implementation.
• Serve as the primary administrative contact for the EHR system and support staff training.
• Assist with policy documents, workflow enhancements, and system workflows.
• Evaluate front-desk and clinical workflows with leadership to maximize efficiency.

Skills

Project management

Communication

Analytical problem solving

Organizational skills

Education

Bachelor’s degree or equivalent

Job description

Job Description Summary

The Project Assistant will provide administrative project management support to Deacon Health and the Campus Life Systems team during the MedicatOne Electronic Health Record Implementation project. This project is projected to require additional support for the first 18 months.

Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions

• Provide administrative project management support to the Deacon Health MedicatOne Implementation team, including but not limited to maintaining documentation of decisions and processes, coordinating communication, and documenting testing feedback
• Serve as the primary administrative point of contact for the clinic's EHR system
• Assist with software updates, test new module rollouts, and train new administrative staff on system workflows
• Assists in the review and updating of policy documents and process manuals for clinical and front-desk operations throughout the implementation of the MedicatOne EHR system
• Assists with Workflow Optimization by continuously evaluating front-desk and clinical workflows along with the Leadership Team to ensure maximum efficiency while maintaining premium student experience

Other Functions

Serve as a member of the Deacon Health Administrative Support staff as needed to ensure support tasks complement demands of policies, procedures and practices required as EHR is implemented.

Required Education, Knowledge, Skills, Abilities

• Bachelor’s degree or an equivalent combination of education and experience
• Technical: High comfort level learning new software systems
• Project Management: Ability to break down complex tasks, manage timelines, and coordinate multiple moving parts for clinic events or software rollouts
• Communication: Excellent written and verbal communication skills, with the ability to translate technical or medical requirements into clear instructions for students and staff
• Analytical Problem Solving: Strong attention to detail with a proactive approach to identifying system errors or workflow bottlenecks
• Strong organizational skills, attention to detail, and ability to follow projects/issues/tasks through to completion

Preferred Skills

• Prior experience with implementation of Electronic Health Record and/or other comprehensive software projects

Physical Requirements

• Occasionally moving in different positions to accomplish tasks in various environments, including tight and confined spaces
• Remaining in a stationary position, often standing or sitting for prolonged periods
• Adjusting or moving objects up to 30 pounds in all directions
• Repeating motions that may include the wrist, hands, and/or fingers
• Constantly moving about to accomplish tasks or moving from one workstation to another
• Communicating with others to exchange information

Environmental Conditions

• Inside office conditions
• Occasionally low temperatures
• Occasionally high temperatures

Accountabilities

Works as part of a team.

Time Type Requirement

Full time

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [e-mail] or [phone].

Background and Compliance

Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor. In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

About WFU

Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount. Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate", as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust. The University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part-time faculty and staff. Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto "pro humanitate", which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative. Winston-Salem, North Carolina Wake Forest is located in Winston-Salem, North Carolina, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina. Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene. Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town.