ADMINISTRATIVE COORDINATOR, CLINICAL EDUCATION

Job Summary: 

The Physician Assistant (PA) Program Administrative Coordinator of Clinical Education primarily provides administrative support to the Director of Clinical Education (DCE) with facilitating learner experiences at clinical sites, clinical rotation evaluation and assessment, and End-of-Rotation exams. The Administrative Coordinator organizes preceptor and learner orientation and other program events, learner documentation and onboarding for clinical placements, preceptor and learner communications, and rotation schedules. The Administrative Coordinator of Clinical Education assists the DCE with maintenance of clinical rotation site and preceptor information, scheduling, and documentation. The Administrative Coordinator of Clinical Education is part of an administrative support team for the program and School of HSHP and may provide administrative support to other areas of the program and School as needed.   

Job Responsibilities:  

• Support the DCE in identifying, establishing, and maintaining sufficient clinical rotation sites per ARC-PA standards.
• Maintain accurate records of clinical sites and rotations from initial and routine site visits into the learning management system, incorporating all appropriate categories, weights, and assignments, per ARC-PA Standards.
• Maintain accurate records of clinical sites and rotations within the ARC-PA portal.
• Collaborate with the DCE to perform routine site visits of established clinical sites as per ARC-PA Standards.
• Assist in preparation and coordination of End of Rotation and End of Semester practical and simulated exams and monitor to ensure test integrity during the exams.
• Schedule and organize site visits, Mid-Rotation Learner Evaluations, End of Rotation Days, and Preceptor and Learner Clinical Orientation.
• Obtain, maintain, and monitor expiration dates of documents demonstrating preceptor qualifications per ARC-PA Standards.
• Collaborate with the DCE to orient preceptors to the Ithaca College PA program and preceptor responsibilities.
• Collaborate with HR to create and remove Ithaca College affiliate accounts for inactive preceptors.
• Collaborate with the Budget Coordinator in creating Honorarium forms for preceptor compensation.
• Assist in compiling and disseminating Continuing Medical Education (CME) information to the appropriate preceptors. 
• Coordinate the necessary documentation and onboarding for learners rotating through clinical practices.
• Input and maintain schedules, evaluations, and up-to-date learner files, including immunizations and certifications within the learning management system.
• Collaborate with the DCE and other members of the team on assessment needs to ensure that all necessary data related to clinical site rotations is collected and tracked to monitor continued program growth as measured through the ARC-PA standards.
• Assist with implementing modifications to clinical site rotations based on evaluation or assessment data.
• Coordinate and arrange assigned program meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
• Ensure timely and accurate communication between clinical sites, preceptors, faculty, staff, and learners.
• Complete other School of HSHP and program duties as assigned.
  Required Knowledge, Skills, and Abilities: 
• Proficient in Microsoft Office, including Outlook, Word, and Teams.
• Experience collaborating with diverse and multi-disciplinary teams. 
• Ability to manage and organize information independently and efficiently.
• Ability to communicate verbal and written information.
• Understands how to manage confidential information.
• Exhibits the professionalism and interpersonal skills necessary to represent the college and cultivate relationships with clinical sites, preceptors, and learners. 

Minimum Qualifications: 

• Bachelor’s degree or equivalent combination of education and work experience.

Preferred Qualifications:

• Experience providing support in an academic, healthcare, or academic healthcare environment.
• Experience with a learning management system.
• Experience planning and facilitating events or team activities.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment at the Physician Assistant Studies program located on the Ithaca Commons. Some work may be completed in the offices located on the main South Hill campus. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The in