Coordinator, Clinical Program Administration

Le Moyne College•Syracuse, NY

7d•Onsite

About The Position

The Department of Physician Assistant Studies Program Coordinator is a multifaceted role central to the department’s success, providing critical support and collaboration to the Program Director, Data Analyst, Clinical Team and Didactic and Clinical Year students. The Program Coordinator establishes open lines of communication with external partners such as sites and preceptors as well as the internal partners that are instrumental to event planning and payment processing.

Requirements

Bachelor’s degree required
Demonstrated ability to work independently with problem-solving and conceptual skills.
Highly organized self-starter with excellent time-management, problem-solving, and conceptual skills
Excellent attention to detail, communication, writing, and interpersonal skills.
Ability to efficiently prioritize workload and successfully meet deadlines in an environment with competing priorities
Proficient in the use of Google Suite, Microsoft Suite, Canvas, and Zoom.
Experience creating reports and drafting correspondence with time sensitive data.
Proven ability to manage highly sensitive and confidential data with strict adherence to privacy standards.
A proactive mindset focused on identifying operational inefficiencies and implementing streamlined process improvements.
A positive, collaborative disposition to foster healthy workplace morale and team cohesion.

Nice To Haves

Familiarity with Workday, Exxat, and OnBase systems, preferred, OR adaptable to new platforms
2+ years administrative work experience in a higher education environment
Prior payment processing experience
Prior event planning experience
Prior supervisory experience

Responsibilities

Utilize the Workday platform and legacy systems to handle fiscal transactions; support faculty and staff in their use of these platforms and systems
Lead collaboration among Program Director, Department Members, Catering, Communications, Facilities, A/V, and external vendors to plan and prepare for major and quotidian department events, at discretion of program director
Support special projects and committees, at discretion of program director
Coordinate annual student honor society and scholarship awards
Serve on college commencement committee; oversee completion of graduation application and ordering of white coats; send congratulatory PANCE cards
Address faculty and student needs and triage individuals to the right person/place if unable to meet the faculty member’s or student's needs
Maintain OnBase database; upload and retrieve documents as needed
Register students for courses and process advisor assignments; interface with the registrar
Register/update students in databases for NYSSPA and AAPA
Troubleshoot ID card access issues
Coordinate lab repairs and maintain office supplies
Solicit support from IT and external vendors as needed
Draft, review, and send correspondence
Maintain procedures manual for administrative responsibilities
Manage clinical placement lists and updates lists in the ARC-PA portal biannually.
Generates reports for the clinical coordinator, Data analyst and program director as requested for ongoing programmatic self-study.
Manage AAPA CME credits for PA-C preceptors; prepare report at conclusion of “year” and submit new applications as needed
Manage stipends for precepting: request and process W-9s as needed; communicate with Finance and Program Director to ensure payment of stipends.
Email student evaluations of preceptors to preceptors annually
Verify preceptors performing student evaluations meet ARC-PA standards.
Collects and maintains documentation of preceptor licensure, certifications as required by ARC-PA.
Review and manage the Exxat webpage; maintain the preceptor website within the placement system
Organize and provide Preceptor Placement Report to the Data Analyst and clinical faculty prior to each clinical rotation.
Update, set up and publish Learning Activities, Student Profile and Compliance sections in Exxat, our clinical scheduling system.
Confirm current affiliation agreement on file for each clinical rotation and preceptor prior to student beginning rotation.
Compile data into Excel spreadsheets, Google Drive and databases as required by internal stakeholders.
Ensure Exxat is up-to-date: Maintain, reviews and updates data clinical site requirements, preceptor and staff information and student compliance documents including annual health updates.
Maintain Resources section in Exxat.
Create rotation-related reports via Exxat.
Work in collaboration with Clinical Team to analyze Trends and generate suggestions for improvements.
Ensure data is stored appropriately and protected from unauthorized access, and that privacy and security standards are met.
Identify and fix errors and inconsistencies in databases to make them more accurate and reliable.
Regularly participate in Exxat webinars to enhance understanding of platform; disseminate pertinent information to department members
Identify scheduling system issues and provide technical support; serve as the liaison between DPAS and Exxat IT Support.
Hold individual meetings with students early in first year to review required documents
Collaborate with the clinical team during transition from first to second year.
Present Exxat system onboarding to first-year students.
Maintain PowerPoint slides and Word documents to help students learn how to navigate Exxat and compliance
Manage background check process for clinical year students
Register/update students in databases for PAEA, ROSH Review/PANCE prep tools and other external vendor tools to support student learning.
Manage PAEA Exam Box registration.
Provide face-to-face as well as virtual guidance to answer questions regarding paperwork upload, understanding site requirements, and preparing necessary health documents.
Provide excellent customer service to students by relating program information and resources; work to ensure students are held accountable while also feeling supported and set up for success
Facilitate group interview sessions during the admission process; actively contribute to the development of the group interview case, rubric, script, and flow
Maintain procedures manual for clinical responsibilities
Assists with Commencement, Transition White Coat Ceremony, White Coat Ceremony, Orientation
Serve on DPAS committee based on program needs and in alignment with professional skills and departmental responsibilities
Support grant team as needed; maintain Constant Contact and help transition Project Manager
As available and needed, support administrative aspects of mask fit testing, which would occur outside of regular work hours
Participate in monthly department meetings and sites/placements meetings
Follow FERPA regulations in maintaining confidential student information.
Provides excellent customer service to students by relating program information and resources.
Understand and partner with the College’s commitment to diversity, equity, and inclusion to ensure these values are maintained throughout programming and daily interactions.
Apply knowledge of administrative and academic operating policies to support student success.
Demonstrates and role-models all of Le Moyne’s mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
Promotes cura apostolica by aligning professional goals, objectives, and performance with college’s strategic goals.
Demonstrates excellent work attendance, reliability and work ethic.
Attends and actively participates in required meetings and training sessions.
Complies and adheres to all of Le Moyne’s established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
Must complete all required federal, state, institution and department trainings.
Engages in a planned program of professional development.
Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
Performs a variety of related duties as assigned.

Benefits

403(b) Retirement contribution- (9.5% Employer match)
Generous tuition coverage
Health insurance options- (Medical, Dental, Vision, Flexible Spending Accounts)
Health Savings Accounts- (Partially Employer funded)
Basic Life & AD&D Insurance- (Employer paid)
Short and Long Term Disability Insurance (Employer paid)
Supplemental Life & AD&D Insurance
Voluntary benefits- (Legal, Critical Illness, Hospital Indemnity, Accident Insurance, Pet Insurance etc.)
12 paid holidays
Generous time off package
35 hour work week