Clinical Operations Specialist

St. George's University•Great River, NY

About The Position

The Clinical Operations Specialist coordinates administrative and financial processes supporting the Rocky Vista University (RVU) and St. George’s University (SGU) clinical training network. The role administers preceptor and clinical site agreements, maintains affiliation agreement records in Salesforce, prepares weekly payment submissions, supports monthly clinical cost and accrual reviews, and coordinates housing agreements and related financial activity. The position works with Clinical Education Operations, Academics, Accounting, Legal, and campus teams across Colorado, Utah, and Montana to align agreement administration and financial processes with clinical education needs. The position coordinates the preparation, review, approval, and execution of affiliation agreements; manages supporting vendor documentation and agreement records; and keeps Salesforce information current. It also generates and validates payment reports, prepares payment files for Accounting, reconciles payments, investigates discrepancies, and responds to payment inquiries. The specialist supports monthly clinical financial reviews by preparing cost summaries and accrual schedules, validating expected costs against rotation records and agreement terms, reconciling costs with payment records, and investigating variances. The role also maintains housing agreements and coordinates related payments and accruals. It documents procedures, improves data accuracy and payment controls, supports consistent practices across campuses, provides cross-training and backup coverage, and maintains appropriate confidentiality and access controls. Other related duties and special projects may be assigned by Clinical Education Operations leadership.

Requirements

Bachelor’s degree required.
Ability to coordinate agreement administration and financial processes across clinical sites, departments, and campuses.
The job description does not state a specific number of years of experience required.

Nice To Haves

Paralegal training or experience preferred.

Responsibilities

Coordinate preparation, review, approval, and execution of affiliation agreements with clinical sites and individual preceptors using approved templates and procedures.
Collect and maintain W-9 forms and other documentation required for vendor setup and payment processing.
Track agreement status, outstanding documentation, expiration dates, and renewal requirements; maintain organized agreement records and supporting documentation.
Coordinate with Clinical Education Operations and Academics to align affiliation agreements with clinical placement needs, academic requirements, and campus priorities, and clarify responsibilities and handoffs with Legal and Accounting.
Maintain Salesforce records for affiliation agreement activities, including communications, reviews, approvals, execution, amendments, renewals, follow-ups, key dates, and supporting documents; identify and coordinate updates to incomplete records.
Generate preceptor and clinical site payment reports from New Innovations.
Confirm payment eligibility by reviewing completed evaluations, tax documentation, payment tiers, and rotation duration.
Validate rotation weeks and payment calculations, document adjustments, resolve discrepancies, and verify preceptor and vendor information.
Prepare and submit weekly payment files and supporting documentation to Accounting; reconcile issued payments against submitted files and investigate outstanding items.
Maintain controls to prevent duplicate payments and respond to payment inquiries, coordinating resolution of delays or errors.
Work with the Executive Director to review monthly clinical rotation costs and accruals, assess spending trends, and identify items needing follow-up or adjustment.
Prepare monthly clinical cost summaries by campus, clinical site, and preceptor, as applicable.
Validate rotation dates, weeks, contracted rates, and expected costs against rotation records and agreement terms.
Identify costs incurred for completed or ongoing rotations that have not yet been paid, and prepare supporting accrual schedules for the applicable accounting period.
Reconcile expected clinical costs against payment records and prior accrual schedules; identify unpaid obligations, duplicate amounts, and accruals requiring adjustment or release.
Submit monthly accrual schedules and supporting documentation to Accounting by month-end close deadlines; coordinate corrections and retain records of approved adjustments.
Analyze monthly cost changes and available budget or forecast variances, explaining relevant cost drivers and timing differences.
Investigate discrepancies with Accounting, Clinical Education Operations, and Academics and track unresolved items through resolution.
Support evaluation of the financial impact of new or amended affiliation agreements, rate changes, and anticipated rotation volumes; provide information for budgets and forecasts.
Identify opportunities to improve financial reporting, cost visibility, and payment controls.
Maintain housing agreements and track payment terms, renewal dates, and outstanding obligations.
Coordinate housing payments, prepare documentation for Accounting, prepare housing accrual schedules, and reconcile expected expenses against payments issued.
Work with campus teams and housing providers to resolve agreement or payment issues.
Maintain written procedures, reporting instructions, payment calendars, and complete records of approvals and adjustments.
Improve data accuracy, vendor matching, reporting consistency, and payment timeliness; coordinate consistent practices across Colorado, Utah, and Montana while accommodating documented campus requirements.
Support cross-training and backup coverage for recurring processes and provide coverage for core clinical operations functions as needed.
Maintain confidentiality and appropriate access controls for financial, tax, contractual, and student information.
Perform other related duties and special projects assigned by the Clinical Education Operations leadership team.