Clinical Education Operations Administrator

Florida Atlantic University•Boca Raton, FL

3d•Onsite

About The Position

The College of Medicine at Florida Atlantic University is seeking a Clinical Education Operations Administrator based in Boca Raton, FL. The Clinical Education Operations Administrator serves as the primary administrative and operational liaison for clinical preceptors and affiliate faculty who support preceptorship-based learning across the undergraduate medical education curriculum. This position serves as the administrative point of contact for clinical preceptors and their office staff regarding student placements, onboarding requirements, scheduling, teaching expectations, payment processes, and FAU College of Medicine communication pathways.

Requirements

A high school diploma and 5 years of appropriate professional or specialized experience; or a bachelor’s degree and 1 year of appropriate professional or specialized experience required.
Ability to achieve and maintain proficiency in Microsoft Office, including Excel, Word, and Outlook with the ability to manage data merges, bulk communications, tracking sheets, and large volumes of calendar invitations efficiently.
Ability to learn and/or maintain proficiency with videoconferencing platforms, including scheduling meetings or sessions and supporting virtual meeting logistics.
Strong organizational and time management skills with the ability to prioritize tasks, manage competing deadlines, and maintain accurate records across multiple workflows.
Exceptional verbal and written communication skills, including the ability to communicate clearly with faculty, students, staff, clinical offices, and external partners.
Excellent interpersonal skills and the ability to build collaborative working relationships with clinical affiliate faculty, office staff, students, university colleagues, and healthcare community stakeholders.
Ability to exercise judgment, discretion, and confidentiality when handling sensitive information.
Consistently demonstrate a high level of professionalism, responsiveness, accountability, and service orientation.

Nice To Haves

A bachelor’s degree is highly preferred.
Previous experience in an administrative, operational, healthcare, higher education, or academic support role, preferably in a setting requiring coordination across multiple stakeholders.
Educational experience in a related area of specialization, including but not limited to education, healthcare administration, business administration, public administration, or higher education administration.
Experience in undergraduate medical education, graduate medical education, healthcare workforce education, and/or clinical education operations.
Experience supporting community-based teaching relationships.
Demonstrated ability to manage high-volume communication, scheduling, documentation, tracking, and follow-up with accuracy and professionalism.
Experience coordinating payment, stipend, vendor, HR, finance, or faculty compensation workflows in a university, healthcare, or similarly regulated environment.
Experience using learning management systems, evaluation platforms, student information systems, shared databases, or other educational technology tools.
Familiarity with FERPA, HIPAA, institutional confidentiality requirements, student records, faculty records, and compliance-sensitive clinical education processes.
Familiarity with process improvement and automation tools, such as Power Automate, PowerShell, SharePoint lists, or similar systems used to streamline workflows.
Familiarity with accreditation, medical education quality assurance, clinical site documentation, or LCME-related expectations.

Responsibilities

Maintain accurate records for clinical preceptors, including specialty, practice location, availability, teaching capacity, onboarding completion, payment eligibility, assigned students, and related documentation.
Work with faculty and the Assistant Director of Clinical Departments Administration to support the faculty appointment process and confirm appointment status.
In collaboration with appropriate offices, assist with Preceptor onboarding to the College of Medicine, including the collection of required documents, the provision of training materials, and the coordination of access to appropriate systems.
Support payment-related workflows for eligible faculty, collaborating with finance, administrative, and other university offices to ensure timely and accurate completion of all steps in the payment process.
Maintain student assignment and reassignment workflows for preceptorship experiences based on faculty availability, clinical site capacity, curriculum requirements, student needs, or other operational changes.
Provide timely communication to students regarding preceptor assignments, location details, reporting instructions, contact information, schedule updates, professionalism expectations, and changes to assigned clinical offices.
Provide orientation materials and ongoing communications for affiliate faculty, including student supervision expectations, evaluation responsibilities, attendance or absence reporting processes, professionalism concerns, and appropriate escalation pathways.
Partner with curriculum and clinical education leadership to identify preceptorship placement needs, resolve capacity gaps, and support continuity of clinical education experiences.
Support recruitment, retention, and relationship management efforts for clinical preceptors and affiliate faculty by maintaining organized outreach records, tracking capacity needs, and ensuring faculty receive timely follow-up and operational support.
Collaborate with the Office of Program Evaluation and Assessment and other relevant teams to support evaluation completion, preceptor feedback workflows, student assessment follow-up, and reporting needs related to clinical teaching experiences.
Maintain organized documentation to support clinical education operations, accreditation readiness, affiliate faculty engagement, and continuity of student placement workflows.
Ensure sensitive information is handled with appropriate confidentiality, discretion, and professionalism.
Provide administrative support for meetings, communications, special projects, and initiatives related to clinical preceptorships, affiliate faculty operations, and undergraduate medical education.
Serve as a proctor for exams across the undergraduate medical education curriculum as needed.
Attend and support College of Medicine and medical education special events as needed.
Complete special projects and/or perform other job-related duties as assigned.

Benefits

Medical (PPO/HMO $50 per month single & $180 per month family)
Dental
Vision
Life Insurance
Flexible Spending plans
Employee Assistance Program (EAP)
State retirement options including tax-deferred annuities and Roth 403(b) plans.
State employees Public Service Loan Forgiveness (PSLF) program.
Sick Leave Pool Program.
Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
Paid Community Engagement Volunteer Service Day
Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).