Administrative Coordinator

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Department:

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EXECUTIVE SUMMARY:

The Clinical Education coordinator is responsible for implementing all administrative facets of one or more of the department's key activities or initiatives, including general department operations, testing and assessment, credentialing, registration and scheduling, or evaluation management. The incumbent collaborates with department leadership to execute strategic plans and objectives towards the achievement of established objectives and outcomes for each assigned initiative.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The successful incumbent will perform the following duties, with or without reasonable accommodations: 

• Serve as the primary point of contact regarding questions or guidance related to assigned activity workflows. 
• Assist with conducting activity and program research, including accurate preparation of mandatory operational, statistical, and financial reports in accordance with federal and state regulations and institutional policies. 
• Assist with designing and facilitating training programs and materials in assigned area(s) of responsibility.
• Maintain complete and accurate records for assigned activities. 
• Attend department meetings, conferences, and seminars, as applicable. 
• Develop and assist with implementing quality improvement initiatives regarding day-to-day administrative and operational activities or procedures. 
• Perform other duties as assigned or requested. 
• Registration and Scheduling 
• Manages all aspects of registering PCOM and visiting students for core, elective, and selective rotations, including those without a residency program. 
• Enter data into department systems accurately and timely, including creating new sections and registrations, as needed; manage research and registrations for international rotations. 
• Complete all applications, forms, and documentation for electives and rotations, as required to complete student registrations; follow up with students to collect and record required registration documents in department databases. 
• Assist students with finding and registering for electives and managing their schedules to accommodate off cycle rotations; collaborate with students, faculty, other PCOM departments, and affiliate partners, as appropriate, to identify and resolve registration issues. 
• Ensure all elements are captured and completed to satisfy all grading requirements. 
• Run regular and ad hoc student registration and credit hour reports and distribute to designated recipients, as required; notify affiliate partners of confirmed elective student rosters. 
• Design and implement an enhanced recording and delivery process to support PCOM's transition to electronic evaluations; communicate requirements and expectations for electronic evaluations to preceptors. 
• Review and recommend revisions to elective scheduling procedures, as needed, to enhance operations and the student experience. 
• Recommend enhancements to current technology platforms, or investments in new ones, to secure external rotations and meet clinical and business needs; maintain updated web-based content. 
• Liaise with site coordinators at affiliated partners, including hospitals, to confirm rotation availability; collaborate with other PCOM departments and affiliate partner sites to ensure accurate recordkeeping, reporting, and data sharing for all clinical rotations. 

EDUCATION AND CERTIFICATIONS:

• Bachelor's degree in business administration, liberal arts, or similar field; advanced degree, preferred. 

REQUIRED SKILLS AND EXPERIENCE:

• Minimum two years' experience in an administrative support, program management, or project coordination role, preferably in a college or university environment. 
• High level of computer proficiency in Microsoft 365 suite, Google suite, presentations, email, and virtual meeting applications such as Zoom and Google Meet. 
• Strong collaboration skills. 
• Strong customer service aptitude. 
• Strong organization and project management skills. 
• Strong communication skills, including verbal, written, and interpersonal. 

Starting Salary: $41,000

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The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.