Clinical Education Coordinator- IL- Physical Therapy and Occupational Therapy

Midwestern University • Downers Grove, IL

12d • Onsite

About The Position

The Clinical Education Coordinator supports both the Physical Therapy (PT) and Occupational Therapy (OT) programs by maintaining administrative, scheduling, and communication aspects of clinical and fieldwork education. The coordinator ensures accurate documentation, credentialing, and compliance across all clinical placements and serves as the primary liaison between students, preceptors, clinical sites, and the University.

Requirements

• High school diploma or GED required.
• Must have a minimum of 5-7 years of relevant work experience required.
• The ability to build positive rapport with many groups of internal and external stakeholders is required to be successful in this position.
• Experience working in a team and customer service-oriented environment.
• Excellent written and verbal communication skills.
• Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance.

Nice To Haves

• A one-year certificate from college or technical school and/or an Associate degree is highly desired.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.

Responsibilities

• Coordinate PT and OT clinical and fieldwork rotations, including site offers, placements, and confirmations.
• Maintain student, preceptor, and site records in Exxat, COEE Dashboard, and RMS systems.
• Monitor and ensure student compliance with requirements (background checks, drug screens, immunizations, HIPAA/OSHA training, site documentation).
• Track completion and submission of Clinical Performance Instrument (CPI) evaluations and Fieldwork Performance Evaluations (FWPE) and assist Clinical Instructors with CPI/FWPE access.
• Maintain and update affiliation and teaching agreements, certificates of insurance (COI), and other site contracts in collaboration with the COEE Department.
• Support capstone placements for OT students, including coordination of midterm and final evaluations and distribution of certificates.
• Collaborate with Co-Directors of Clinical Education, Program Directors, and faculty to ensure efficient scheduling, documentation, and communication across both programs.
• Serve as point of contact for Exxat, CPI, and other system support for students, faculty, and clinical sites.
• Develop and maintain professional relationships with clinical partners to secure and renew rotation and fieldwork opportunities.
• Respond promptly to student and site inquiries regarding scheduling, compliance, and documentation.
• Communicate placement details, site requirements, and compliance deadlines to students and fieldwork educators.
• Provide consistent communication and logistical support throughout each placement cycle.
• Assist with onboarding and orientation of new clinical sites and fieldwork educators.
• Develop/audit hospital/clinic/office rotation rosters for accuracy each rotation block.
• Coordinate across PT and OT departments to align placement calendars, ensure accurate reporting, and streamline administrative processes.
• Support clinical education team meetings, data audits, and quality improvement projects related to fieldwork or clinical education.
• Assist with clinical instructor recognition efforts (CEU certificates, library access, in-service opportunities, and scholarships).
• Other duties as assigned

Benefits

• medical, dental, and vision insurance plans
• life insurance
• short/long-term disability
• pet insurance
• flexible spending accounts, including healthcare reimbursement and a child/dependent care account
• competitive time off package including paid holidays, sick/flex days, personal days, and vacation days
• 403(b) retirement plan
• tuition reimbursement
• a child care subsidy reimbursement program
• identity theft protection
• an employee assistance program
• a wellness facility on-site with a fully equipped fitness facility

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED