Clinical Phase Administrative Assistant

Clinical Phase Administrative Assistant

Hillsboro Professional Campus - OR

Overview

Salary Range $45,000.00 - $45,000.00 Position Type Non-Exempt Category Faculty and Staff

Description

Pacific University achieves excellence and distinction by investing inexceptional 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.

Qualifications

Education And/Or Experience:

• Minimum two years' experience in office support or customer service.
• Bachelor's degree preferred.
• Prior experience in academic settings is a plus.
• Ability to maintain confidentiality is essential.

Skills & Abilities:

• Excellent verbal and written communication skills.
• High attention to detail and organizational ability.
• Able to prioritize tasks, work under deadlines, and remain focused in a busy environment.
• Proficiency in Microsoft Office, Google Suite, Excel, Word, and various database systems.
• Demonstrated integrity, flexibility, and reliability.
• Fluent in written and spoken English.
• Must pass a criminal background check.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.

Working Conditions:

Work is performed primarily in an office environment. Position may require occasional Saturday work (up to three Saturdays per fall for admissions events). Standard 40-hour work week. Work outside of typical business hours may be required during peak periods such as OSCE events, simulation days, and admissions activities.

Application Process

To apply, please upload your resume, cover letter and three professional references along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often