Clinical Administrative Assistant - MPAS, AZ

Position Summary:

The Clinical Administrative Assistant assists the Clinical Placement Coordinator in establishing partnerships between FPU’s MPAS programs and clinical facilities for the purpose of securing quality clinical placements for health training students. Additional responsibilities include managing the health and safety compliance requirements for clinical placements, clinical placement analysis and assessment, participation in activities required for program approval and accreditation, and operational management of clinical placements.

Job Responsibilities and Essential Functions of the Position:

• Enter and maintain student/preceptor data in clinical tracking software (EXXAT), including rotation sites and assignments, clinical tracking, and student information.
• Develop long-term professional and collegial relationships with clinical site staff/administrators through positive communication with clinical sites.
• Assist faculty and preceptors with clinical tracking software (EXXAT).
• Organize and maintain files and records, frequently involving cross-filing/cross-reference systems.
• Coordinate, initiate, prepare, process, and/or monitor administrative/operational correspondence (i.e. forms, records, reports, schedules, clinical training, credentialing, orientation materials and other documents.)
• Ensure timely and accurate completion of documents by other staff, faculty, students or individuals external to the department or university.
• Assist with the various day-to-day clerical and administrative functions pertaining to student clinical rotations; preceptor, faculty and student evaluations; and documentation of the required rotations for students for graduation.
• Monitor the Castle Branch system to ensure that students have achieved full compliance with admission screenings as well as updated screenings prior to the clinical year.
• Review preceptor and student evaluations and notify the DCE when immediate concerns arise.
• Assist with on-campus immersion activities that pertain to the clinical year.
• Compile a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor, other staff and/or faculty members.
• Confer regularly with immediate supervisor, office manager, other department/university personnel, and/or various firms/organizations/individuals external to the university.
• Prepare and monitor paperwork required for clinical rotations including comprehensive filing system, letters of intent, board certifications, licenses, and clinical site evaluations.
• Prepare CME certificates for preceptors, when applicable.
• Answer inquiries via email or phone from students and preceptors.
• Coordinate the preparation of detailed clinical preceptor packets for preceptors (or clinical site contact) regarding rotation assignments to include relevant SCPE syllabus and Preceptor Handbook.
• At the end of a clinical rotation, distribute preceptor evaluations and appreciation letters for preceptors.
• Understand and comply with ARC-PA Standards as they pertain to students/preceptors/sites during the clinical year.

Position Requirements / Skills / Abilities:

• A minimum of 1 years of previous relevant administrative experience is required.
• Associate degree in related area, Bachelor’s degree preferred; or a combination of education and experience from which comparable knowledge and skills have been acquired.
• Incumbent must possess excellent presentation and computer skills with proficiency in Microsoft Office software (specifically, Word, Excel, Access and Outlook), as well as the ability to stay current with emerging office technologies.
• Incumbent must possess strong customer service skills, organizational skills, and excellent oral and written communication skills in English.
• Incumbent will work under typical office conditions.
• The ability to work independently in a dynamic environment with changing priorities and multiple responsibilities is an asset.

Typical Schedule:
This is a full-time non-exempt position. The typical working hours for this position will occur Monday through Friday 8:00AM- 4:30PM. The individual holding this position may need to be available early morning, evening or weekends to meet the needs of the department.

Incumbent must be physically able to lift various materials up to 25 pounds on an occasional basis. While performing required job tasks, the staff member must be physically able to remain seated frequently to continuously; and physically able to remain standing up to 15% of the time. The staff member must possess dexterity abilities required to perform typing, operate a computer and other office equipment, as related to job responsibilities and expectations.