Program Coordinator - Partner Engagement

West Coast University•Irvine, CA

6d•$24 - $32•Onsite

About The Position

Reporting directly to the Vice President, Clinical Operations, the Partner Engagement Program Coordinator performs the day-to-day administrative and coordination functions supporting outpatient clinical partner engagement initiatives. The role provides high-level administrative support related to partner recognition, outreach, and communication; manages professional appreciation calendars and recognition deadlines; maintains accurate partner outreach records; and coordinates the distribution of recognition materials, communications, and branded items to preceptors and partner sites. Working closely with clinical leadership and program teams, the Coordinator supports appreciation events, prepares correspondence and summary reports, assists with meetings and special events, and helps ensure a positive, consistent experience for the university’s outpatient clinical partners. This position is based at the Irvine location and requires an on-site presence as an essential function of the role.

Requirements

Associate's degree or equivalent work experience required.
Two to three years of experience performing office and administrative/secretarial duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
Proficient command of grammar, punctuation, spelling, and correct usage of the English language.
Comprehensive knowledge of office systems, practices, and administration.
Proficient skills and experience in Microsoft Office computer software systems that include word processing, spreadsheets, and presentation software.
Proficient reception and telephone communication skills and techniques.
Evidence of principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
Evidence of record keeping, account maintenance, and purchasing practices and procedures.

Responsibilities

Coordinate partner recognition activities across all outpatient programs, including preparation and distribution of thank-you gifts, cards, and certificates to preceptors and partner sites.
Manage the professional appreciation calendar (e.g., PT, OT, NP, PA, Pharmacy, and Counseling Weeks) to ensure timely mailings and acknowledgments.
Prepare and mail Certificates of Appreciation and maintain digital records of partner recognition activities.
Assist with ordering, inventory, and tracking of preceptor gifts and branded materials, ensuring cost-effective purchasing and timely delivery.
Maintain and update the partner outreach log in Salesforce or designated tracking system, documenting all mailings, distributions, and correspondence.
Support distribution of university communications to preceptors, including updated letters, announcements, and program information provided by academic or clinical teams.
Coordinate with program leadership and campus teams to ensure consistent and accurate communication with existing outpatient partners.
Generate and format partner mailing lists and assist with batch mail merges or email distributions as needed.
Proofread and quality-check recognition materials for accuracy, tone, and branding compliance prior to distribution.
Collaborate with the Program Clinical Teams on planning, ordering, and delivery logistics for professional appreciation weeks and end-of-year recognition efforts.
Assist in maintaining centralized digital files (certificates, templates, badges, communication logs) to support audit readiness and program continuity.
Support the creation of digital badges and certificates using established templates and branding standards.
Prepare periodic summary reports showing outreach activities, gift distribution, and recognition metrics for leadership review.
Ensure confidentiality and professionalism in handling partner contact information and university materials.
Assist clinical leaders with management of administrative assignments
Deals discreetly with large volumes of sensitive, confidential information including partnership information, student information, information contained in minutes, letters and other documents.
Assists with arrangements for meetings or special events.
Maintains regular and timely attendance, reports to work as scheduled, and assures time worked and/or time off is recorded properly.
Conducts job responsibilities in accordance with standards set out in the University's code of Ethical Conduct, Compliance Agreement, Sexual Harassment Policy or any of its policies and procedures, applicable federal and state laws, and applicable professional standards.
Maintains confidentiality of all student, associate, partnership, and/or university information as required.
May perform other duties as assigned