Clinical Specialist

University of the Pacific•Stockton, CA

1d•Onsite

About The Position

Under the direction of the Admissions and Operations Director and the Clinical Director, this position manages and coordinates the Department of Physician Assistant Education’s core clinical operations workflows, ensuring timely student readiness for clinical education and accurate data to support program quality and accreditation outcomes. The role is responsible for managing student clinical placements, clearance processes, compliance tracking, and clinical data systems, while serving as a central liaison between students, faculty, and clinical affiliates. This role supports general department functions and ARC -PA accreditation requirements through data tracking, reporting, and documentation management.

Requirements

Bachelor’s degree or equivalent education
2 years of experience
Minimum two years’ experience providing administrative support

Nice To Haves

Master’s degree
Experience in a Physician Assistant program or similar professional education program.
Strong written and verbal communication skills, with the ability to engage diverse stakeholders.
Strong critical thinking and analytic skills, with the ability to work independently while managing multiple priorities and deadlines in a fast-paced environment, escalating as appropriate.
Must have the capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
Proficiency in Microsoft Office Suite and database systems (e.g., Exxat or similar).
Ability to adapt to emerging technology.
Familiarity with accreditation processes.
Strong organizational skills and the ability to work under pressure with frequent interruptions.
Must maintain strict confidentiality.

Responsibilities

Manage end-to-end student clearance processes for clinical rotations, ensuring timely completion of all requirements.
Proactively monitor clearance progress and resolve barriers to ensure on-time placement readiness.
Coordinate clinical placements with students and affiliated sites; communicate schedules and updates.
Support communication and relationship management with clinical sites and preceptors, including onboarding and issue resolution.
Track and maintain student compliance with immunizations, certifications, and site-specific requirements.
Escalate compliance concerns.
Maintain secure and accurate student, preceptor, and site records in compliance with the Family Educational Rights and Privacy Act ( FERPA ) and the Health Insurance Portability and Accountability Act ( HIPAA ) requirements.
Track and report on clinical preceptor licensure and insurance requirements.
Maintain and update clinical databases (e.g., Exxat) to ensure accurate scheduling, placement, and compliance data.
Generate routine and ad hoc reports on student placements, clearance status, and site data required for program operations and ongoing accreditation.
Support data collection from students, clinical sites, and preceptors, and ensure data integrity.
Coordinate processing of clinical affiliation agreements, including tracking status, renewals, and database entry, assuring accurate records of site agreements and associated documentation.
Monitor student assignment completion and support clinical faculty with documentation of evaluation of student performance and grade reporting.
Escalate academic concerns.
Prepare and distribute meeting minutes for assigned committees.
Resolve routine and complex problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment.
Membership on the admissions committee with responsibilities for applicant interviews and selection.
Coordinate with other staff to ensure preceptor payment processing.
Support Program leadership with projects as assigned.
Other duties as assigned.