Coordinator - Clinical Operations

FVTC•Appleton, WI

8d•Hybrid

About The Position

The Coordinator - Clinical Operations coordinates Health Division clinical placement, compliance, and onboarding processes to prepare students for clinical and field-based learning. This role serves as the central operational resource for student clinical readiness, compliance records, and placement requirements, working with program teams to help students meet requirements for clinical, practicum, simulation, internship, and field-based experiences. The position partners with program leaders, faculty, staff, students, clinical affiliates, and vendors to ensure placement requirements are accurate, complete, timely, and consistent with agreements and standards. By standardizing documentation and supporting placement processes across the Health Division, the role contributes to operational efficiency, placement capacity, student readiness, and the healthcare workforce pipeline. Faculty and program leadership retain responsibility for educational appropriateness, clinical learning outcomes, and oversight of clinical experiences; this position does not independently initiate placement development activities.

Requirements

Associate degree in Healthcare Administration, Health Information Management, Business Administration, Health Sciences, Education, Administrative Professional, or a related field.
At least three years of relevant experience in healthcare administration, health information management, compliance management, records management, student services, clinical coordination, or related support services.
Experience managing confidential records, compliance documentation, and electronic information and tracking systems.
Ability to organize high-volume information, manage competing deadlines, and maintain a high level of accuracy.
Demonstrated written and verbal communication and relationship-management skills with varied internal and external stakeholders.
Proficiency with Microsoft 365 applications, including Excel, and ability to learn and troubleshoot electronic clinical compliance, placement, database, or vendor platforms.
Problem-solving ability and sound judgment in resolving routine compliance and operational issues.
A combination of education, training, and experience may be considered if it provides the knowledge, skills, and abilities needed to perform the job.

Responsibilities

Coordinate collection, verification, tracking, and maintenance of student clinical compliance requirements, including health records, immunizations, CPR certification, background checks, drug screenings, licensure documentation, and healthcare partner onboarding requirements.
Monitor compliance status, documentation deficiencies, expiration dates, and student readiness; communicate updates and concerns to students and appropriate program personnel.
Maintain accurate, confidential records and electronic tracking systems in accordance with FERPA, HIPAA, institutional policies, and affiliate agreements.
Develop and maintain standardized resources, procedures, checklists, instructional materials, and communications related to clinical compliance and onboarding.
Coordinate and deliver student orientations and readiness activities covering requirements, documentation processes, timelines, and healthcare partner expectations.
Prepare compliance, readiness, and operational reports for program administration, accreditation, regulatory reporting, and decision-making.
Coordinate clinical placement documentation, onboarding, and scheduling with faculty, program leadership, healthcare partners, and administrative staff.
Serve as the primary operational contact for clinical documentation and onboarding inquiries from students, faculty, healthcare partners, and external compliance vendors.
Coordinate documentation, agreements, and onboarding materials needed for clinical, practicum, internship, and field-based learning experiences.
Communicate healthcare partner requirements and coordinate updates to onboarding, compliance, and placement processes.
Identify and help resolve barriers to student placement readiness and facilitate timely completion of requirements.
Collaborate with faculty and program leadership to support clinical placement opportunities and, when requested, support efforts to secure placements through documentation, agreements, and partner communications.
Maintain standardized clinical documentation workflows, procedures, and communication practices across Health Division programs.
Provide guidance, training, and support to program administrative staff regarding compliance requirements, onboarding processes, timelines, and documentation procedures.
Assist with accreditation reviews, audits, site visits, and reporting related to clinical experiences and student readiness.
Ensure processes align with accreditation standards, regulatory requirements, and healthcare partner expectations.
Evaluate workflows and recommend improvements to efficiency, consistency, accuracy, and student service.
Support implementation and continuous improvement of compliance management and electronic documentation systems.
Participate in division initiatives, workforce development activities, special projects, and other duties that support student success and healthcare workforce needs.