Clinical Phase Administrative Assistant

PACIFIC UNIVERSITY • , OR

12d • Onsite

About The Position

The Administrative Assistant to the Clinical team provides administrative support to the 13-month clinical phase of the Physician Associate Studies program. This position exists to support students, faculty, and the Assistant Director of Clinical Education in the efficient operation of the clinical phase, including clinical site management, data management, technology oversight, and student/preceptor coordination.

Requirements

• Minimum two years’ experience in office support or customer service.
• Ability to maintain confidentiality is essential.
• Excellent verbal and written communication skills.
• High attention to detail and organizational ability.
• Able to prioritize tasks, work under deadlines, and remain focused in a busy environment.
• Proficiency in Microsoft Office, Google Suite, Excel, Word, and various database systems.
• Demonstrated integrity, flexibility, and reliability.
• Fluent in written and spoken English.
• Must pass a criminal background check.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.
• Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

Nice To Haves

• Bachelor’s degree preferred.
• Prior experience in academic settings is a plus.

Responsibilities

• Provide general administrative support for the Clinical Team.
• Assist the Assistant Director of Clinical Education with administrative tasks and coordination.
• Respond to or triage emails sent to the Clinical Team inbox.
• Assist with administrative management of program Scholarships.
• Assist with coordination of and participate in admissions activities and interview days – including up to three (3) Saturdays each fall.
• Perform Preceptor and Site recruitment and support the ACDE in sourcing rotations.
• Administer and organize Collaborative Administrative Reimbursement for clinical preceptors/sites.
• Update and maintain Clinical Curriculum Binder and Moodle Clinical Phase page.
• Administer Preceptor Profiles and track preceptor availability.
• Perform evaluation of all new sites for ability to meet eligibility for TRUST.
• Update, collect, monitor, and provide to the Senior Associate Director of Assessment and the Clinical faculty as appropriate: Student & faculty/staff surveys: end of didactic, end of clinical, end of program, and annual faculty/staff.
• Create and update Clinical Phase evaluations and student surveys (e.g., Qualtrics Student Info Survey).
• Maintain records using systems like Box.
• Manage and maintain third-party platforms including: myRecordTracker (MRT) CERTIFI CORE.
• Ensure accurate documentation between platforms (e.g., Typhon or CORE to Box).
• Assist with the administration of Didactic Simulations and Objective Structured Clinical Examinations (OSCEs).
• Cross train on simulation technologies to operate SIM-man and other simulation technologies as needed.
• Assist with technical aspects of simulation training for students.
• Provide support for BLS training for School of PA studies students, and other health professions programs as scheduled. (Training provided)
• Send annual recruitment messages to regular preceptors.
• Perform directed recruitment of clinical sites (including cold calls, emails, tabling at conferences, etc).
• Track and record preceptor availability.
• Create and update site/preceptor website pages for recruitment.
• Develop recruitment and informational fliers (digital and print) for preceptors, job openings, etc.
• Collaborate with the team to update and maintain policies and procedures relevant to the Clinical Phase.
• Take on project management responsibilities such as delivering presentations on clinical year preparation.
• Other duties as assigned.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree