Clinical Administrative Assistant

Chapman University Careers•Irvine, CA

10d

About The Position

The Clinical Administrative Assistant provides administrative support to the Adult Learning Lab (ALL) and the Director of Clinical Education (DCE) in the Communication Sciences and Disorders department. The role provides day-to-day operational support and serves as a first point of contact for students, clients, visitors, and community members, responding to phone calls, email correspondence, and walk-ins. Clinical support includes coordinating schedules, student and client intake and outtake, and ordering and organizing ALL supplies and equipment. In support of the DCE, the Assistant coordinates and tracks student compliance documents and client records and outcomes for the graduate program, assists with clinical rotation schedules, and works with the ALL Director and DCE to schedule interprofessional education experiences with MFT and DPT. Other duties may be assigned. The Assistant maintains the ALL reception area, manages room and appointment scheduling, monitors voicemail and email, communicates schedule changes, and oversees confidential intake and record-handling processes. The role also coordinates client access needs, tracks trainee hours, compiles survey and outcomes data, supports student hiring and onboarding, and maintains clinic resources and systems. The Assistant orders and maintains supplies, monitors equipment, supports records compliance and audits, and helps coordinate the disposal of records and obsolete equipment according to applicable guidelines. The position supports clinical education by assisting with graduate student clinical rotations and placements, maintaining placement and site records, preparing onboarding materials, tracking student eligibility and compliance, and communicating with clinical supervisors and placement sites. Additional duties include assisting with clinical management system support, coordinating event logistics, supporting admissions, recruitment, graduation, and orientation events, preparing reports and correspondence, coordinating meetings, and assisting with special projects.

Requirements

At least two years of related experience providing administrative support to professional staff.
Strong oral communication skills.
Professional telephone and email etiquette.
Writing skills to prepare clear, concise, grammatically correct business correspondence, along with strong editing and proofreading skills.
Ability to use tact and diplomacy to maintain a high level of confidentiality.
Working knowledge of Calipso, Campus Solutions, PeopleSoft, Blackboard, and 25Live.
Arithmetic and calculation skills to prepare financial forms.
Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
Ability to use word processing, internet, and electronic mail software; cloud services; Microsoft Office Suite; and Adobe Acrobat.
Working knowledge of university policies and procedures related to the position's duties.
Ability to prioritize work when faced with interruptions, distractions, and fluctuating workload.
Ability to exercise good judgment and complete tasks in a timely manner.
Strong organizational skills, including the ability to prioritize multiple projects and maintain composure and a positive attitude while multitasking.
Ability to schedule and coordinate meeting and event logistics, including catering, room reservations, and setup.
Strong commitment to service.
Demonstrated interpersonal skills with diverse groups at all organizational levels, both inside and outside the university.

Responsibilities

Maintain the ALL reception area and provide front desk support, including greeting visitors and answering phones.
Serve as a primary point of contact for students, faculty, clients, and visitors and support a positive clinic experience.
Manage room scheduling, appointment coordination, and daily operational needs of the Learning Lab.
Monitor voicemail and email each morning and communicate cancellations or schedule changes to clinicians and supervisors.
Oversee intake and outtake processes and handle patient information and records accurately and confidentially.
Coordinate client access needs, including parking permits, maps, and campus navigation information.
Track and reconcile trainee hours and prepare monthly reports for departmental leadership and students.
Compile satisfaction survey, outcomes study, and evaluation data for reporting and analysis.
Support student hiring, orientation, training, and scheduling, and maintain clinic network drives and distribution lists.
Manage supplies, inventory, and equipment utilization, and assist with emergency protocols as needed.
Record and maintain clinical assessments and treatment materials, and notify the appropriate parties when ordering is needed.
Oversee equipment utilization, maintenance, and repair; order supplies and office equipment; and monitor equipment condition and technology.
Keep storage areas organized and dispose of obsolete equipment according to university environmental health and safety measures.
Prepare files for former and new participants at the beginning of each trimester with the ALL Director and student workers.
Track client appointment records, progress, and outcomes through the electronic medical record system.
Coordinate disposal of client files in accordance with clinic guidelines and confidentiality requirements.
Assist the ALL Director with client-file paperwork and data audits.
Assist the DCE in assigning clinical rotations for CSD graduate students.
Coordinate communication among students, clinical supervisors, and externship sites; maintain placement records and externship tracking; and prepare and distribute placement and onboarding materials.
Assist with clinical placement logistics, scheduling, affiliation agreement tracking, and site records.
Coordinate meetings and communications related to clinical education activities as needed.
Assist with reviewing and tracking student clinical progress and placement eligibility.
Support recruitment and development of clinical placement sites by communicating with prospective clinical partners.
Collect and track student documents required for clinical practicum placements, such as clearance certificates and vaccination records.
Assist in verifying that students and faculty have completed HIPAA and FERPA training.
Assist with tracking student compliance with university, clinical site, and accreditation requirements, including medical clearances, certifications, and required documentation.
Serve as a point of contact for supervisors and sites experiencing technical difficulties or access issues and help resolve those issues.
Maintain student, supervisor, and site records in the clinical management system.
Assist with monitoring completion of student and supervisor evaluations and other required documentation.
Assist with clinical management system account setup and basic user support as needed.
Coordinate event logistics, including promotional materials, audiovisual equipment, catering, room arrangements, and calendaring.
Assist with admissions and recruitment events, graduation events, and new student orientation.
Assist with correspondence, meeting coordination, report preparation, special projects, and other administrative duties.
Work with the ALL Director and DCE to schedule interprofessional education experiences with MFT and DPT.