Coordinator of Clinical Administration

PACIFIC UNIVERSITY

4d

About The Position

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice. At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge. Full-Time | 40 hours/week Join the Clinical Team at the School of Physician Assistant Studies (PA Studies) at Pacific University. This administrative staff position supports the 13-month clinical phase of the program, providing critical support to faculty, staff, students, and clinical partners, both nationally and internationally.

Requirements

• Minimum two years’ experience in office support or customer service.
• 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.

Nice To Haves

• Bachelor’s degree preferred.
• Prior experience in academic settings is a plus.
• Ability to maintain confidentiality is essential.

Responsibilities

• Provide general administrative support for the Clinical Team.
• Assist the Assistant Director of Clinical Education with administrative tasks and coordination.
• Gather, organize, and manage student information and records.
• Register students and submit course changes in collaboration with the Registrar.
• Support program accreditation by maintaining accreditation data files.
• Attend Clinical Coordinators Committee meetings and communicate key information to team members.
• Respond to or triage emails sent to the Clinical Team inbox.
• Monitor and maintain student Clinical Phase folders and onboarding folders in Box.
• Archive outdated clinical site and preceptor records.
• Participate in presentations to students throughout the didactic phase.
• Assist with coordination of and participate in admissions activities and interview days – including up to 4 Saturdays each fall.
• Communicate with clinical sites, preceptors, students, and institutional stakeholders for all rotations.
• Coordinate and confirm rotations, distributing relevant information to all stakeholders.
• Assign End of Rotation (EOR) Exams.
• Administer and organize Collaborative Administrative Reimbursement for clinical preceptors/sites.
• Submit rotation site locations to Financial Aid for required states.
• Update and maintain Clinical Curriculum Binder and Moodle Clinical Phase page.
• Assist with preceptor Continuing Medical Education (CME) calculations.
• Coordinate and communicate student data to external credentialing or placement entities (e.g., AMOpportunities, MyCredentialing LLC).
• Administer Preceptor Profiles and track preceptor availability.
• Create and manage hospital/clinic onboarding documentation.
• Collect, monitor, and analyze: Site, Preceptor, and Student Evaluations (Mid-Rotation, Final, etc.) Student Learning Outcomes Student progress on clinical learning objectives; notify team of any delays Absence Requests, Incident Reports, and Rotation Delays International Rotation Documentation (Questionnaires, Journals, Checklists) EOR Exam Results
• Create and update Clinical Phase evaluations and student surveys (e.g., Qualtrics Student Info Survey).
• Maintain and track Alumni Clinical Phase Schedules, Patient Care Hours, and History
• Maintain evaluation records using systems like Box.
• Manage and maintain third-party platforms including: Assist with the administration of Didactic Simulations and Objective Structured Clinical Examinations (OSCEs). Serve as a Standardized Patient when necessary. myRecordTracker (MRT) myClinicalExchange (MCE) HealthStream Clinical Placements Northwest (CPNW) Acemapp SharedSpace4Learning (SS4L) Relias Blueprint Prep (formerly RoshReview) CORE Higher Education Group ELMS Clinician Nexus Ensure accurate documentation between platforms (e.g., Typhon to Box).
• Send annual recruitment messages to regular preceptors.
• Track and record preceptor availability.
• Create and update site/preceptor pages for recruitment.
• Develop recruitment and informational fliers (digital and print) for preceptors, job openings, etc
• Administer and monitor student documents including: Biographies Letters of Good Standing
• Serve on Committees as assigned and according to interest (e.g. College of Health Professions (CHP) Clinical Coordinators Committee)
• Take on project management responsibilities such as delivering presentations on clinical year preparation
• Update and maintain policies and procedures relevant to the Clinical Phase.
• Student onboarding and compliance paperwork

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