Clinical Phase Administrative Assistant

Job DetailsJob Location: Hillsboro Professional Campus - ORPosition Type: Non-ExemptJob Category: Faculty and Staff 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.

 

GENERAL DESCRIPTION OF POSITION:

The Administrative Assistant to the Clinical team provides administrative support to the 13-month clinical phase of the Physician Associate Studies program. This position exists to support students, faculty, and the Assistant Director of Clinical Education in the efficient operation of the clinical phase, including clinical site management, data management, technology oversight, and student/preceptor coordination.
 

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
Administrative & Program Support


Provide general administrative support for the Clinical Team.
Assist the Assistant Director of Clinical Education with administrative tasks and coordination.
Respond to or triage emails sent to the Clinical Team inbox.
Assist with administrative management of program Scholarships
Assist with coordination of and participate in admissions activities and interview days – including up to three (3) Saturdays each fall.



Clinical Site Management


Perform Preceptor and Site recruitment and support the ACDE in sourcing rotations
Administer and organize Collaborative Administrative Reimbursement for clinical preceptors/sites.
Update and maintain Clinical Curriculum Binder and Moodle Clinical Phase page.
Administer Preceptor Profiles and track preceptor availability.
Perform evaluation of all new sites for ability to meet eligibility for TRUST.



Data Management & Evaluation


Update, collect, monitor, and provide to the Senior Associate Director of Assessment and the Clinical faculty as appropriate:


Student & faculty/staff surveys: end of didactic, end of clinical, end of program, and annual faculty/staff


Create and update Clinical Phase evaluations and student surveys (e.g., Qualtrics Student Info Survey).
Maintain records using systems like Box.



Technology & Systems Oversight
Manage and maintain third-party platforms including:


myRecordTracker (MRT)
CERTIFI
CORE 


Ensure accurate documentation between platforms (e.g., Typhon or CORE to Box).
 

Simulation, BLS training & Evaluation Events


Assist with the administration of Didactic Simulations and Objective Structured Clinical Examinations (OSCEs).
Cross train on simulation technologies to operate SIM-man and other simulation technologies as needed. Assist with technical aspects of simulation training for students. 
Provide support for BLS training for School of PA studies students, and other health professions programs as scheduled.  (Training provided)
Recruitment & Outreach Support
Send annual recruitment messages to regular preceptors.
Perform directed recruitment of clinical sites (including cold calls, emails, tabling at conferences, etc)
Track and record preceptor availability.
Create and update site/preceptor website pages for recruitment.
Develop recruitment and informational fliers (digital and print) for preceptors, job openings, etc.
Policy & Procedure Maintenance
Collaborate with the team to update and maintain policies and procedures relevant to the Clinical Phase.
Committee & Project Work
Take on project management responsibilities such as delivering presentations on clinical year preparation.


 

SECONDARY FUNCTIONS:

Other duties as assigned

 

JOB SCOPE:

Performs duties with moderate supervision, operating from established directions, guidelines, and instructions set by the Program Director. Decisions are made within prescribed operating guidelines, policies, and procedures. The position requires independent judgment in coordinating communications with students,clinical sites, and preceptors. Errors in judgment or execution could affect student progress, accreditation data integrity, or program relationships with clinical partners. The position has access to confidential student and preceptor information and is expected to maintain strict confidentiality at all times.

 

SUPERVISOR RESPONSIBILITY:

This position has no formal supervisory responsibility. May occasionally provide guidance or direction to student workers as needed.
QualificationsEDUCATION AND/OR EXP