Office Assistant V, Clinical Placement Services

University of San Francisco; United States; On-site; USD 38,572 - 49,593; Full time

Job summary

The University of San Francisco is seeking an Office Assistant V to support Clinical Placement Services within the School of Nursing. The role focuses on coordinating clinical placements, onboarding students and faculty, and maintaining accurate documentation and communication with partners.

You will assist in scheduling, record-keeping, compliance tracking, and preparing onboarding materials, while providing general administrative support to the Clinical Placement Coordinator team.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Strong organizational skills and ability to manage multiple tasks.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and familiarity with database management.
• Ability to work collaboratively in a team-oriented environment.
• Attention to detail and confidentiality.

Responsibilities

• Schedule and coordinate clinical placements for nursing students.
• Maintain placement databases and records for accuracy and compliance.
• Communicate with students, faculty, and facilities about placement details and requirements.
• Prepare onboarding information and orientation packets for students and faculty.
• Monitor prerequisites (immunizations, background checks) and follow up as needed.
• Gatekeeper for health record collection and HIPAA/FERPA privacy.
• Organize meetings, workshops, and training sessions related to clinical placements.
• Provide general administrative support (filing, data entry, correspondence).
• Prepare reports and presentations for internal and external stakeholders.
• Perform other duties to support the Clinical Placement Coordinator team.

Skills

Strong organizational skills

Excellent verbal and written communic

Microsoft Office Suite

Database management

Education

High school diploma or equivalent

Associate or bachelor’s degree in a relevant field preferred

Tools

Microsoft Office Suite

Database management

Job description

Job Title: Office Assistant V, Clinical Placement Services

Job Summary: The School of Nursing is seeking a dedicated and detail-oriented Office Assistant with excellent customer service skills to support the Clinical Placement Coordinator. The ideal candidate will play a crucial role in facilitating clinical placements for nursing and health profession students, conducting onboarding activities for both students and faculty, maintaining required documentation, and ensuring effective communication with faculty, students, and healthcare partners.

Full Job Description:

• Assist the Clinical Placement Coordinators in scheduling and coordinating clinical placements for nursing students.
• Maintain and update placement databases and records to ensure accuracy and compliance with program requirements.
• Communicate effectively with students, faculty, and healthcare facilities regarding placement details and requirements.
• Prepare and distribute onboarding information for students and faculty, including orientation packets and required documentation for students and sites.
• Monitor student compliance with placement prerequisites (e.g., immunizations, background checks) and follow up as necessary.
• Serve as a gatekeeper regarding health record collection, communication, and retention processes, understanding the complexity and importance of HIPAA and FERPA privacy and protection laws.
• Assist in organizing meetings, workshops, and training sessions related to clinical placements.
• Provide general administrative support, including filing, data entry, and correspondence management.
• Assist in the preparation of reports and presentations for internal and external. stakeholders.
• Perform other duties as assigned to support the Clinical Placement Coordinator team and the nursing program.

Minimum Requirements:

• High school diploma or equivalent; associate or bachelor’s degree in a relevant field preferred.
• Previous administrative experience, preferably in an educational or healthcare setting.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management.
• Ability to work collaboratively in a team-oriented environment.
• Attention to detail and a commitment to maintaining confidentiality.
• Ability to meet deadlines.

Full-Time/Part-Time: Full time

Pay Rate: Hourly Salary Range : $32/hour; commensurate with experience.

The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit www.usfca.edu.

Equal Opportunity and Non-Discrimination Policy The University of San Francisco is an equal opportunity institution of higher education. The University does not discriminate in employment, educational services, or academic programs on the basis of an individual's race, color, ethnicity, religion, religious creed, ancestry, national origin, age (except minors), sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition (cancer-related and genetic-related), disability and military status or any other basis prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.

Fair Chance Ordinance Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information visit: http://sfgov.org/olse/fair-chance-ordinance-fco.