Clinical Phase Administrative Assistant

Clinical Phase Administrative Assistant

Hillsboro Professional Campus - OR

Salary Range $45,000.00 - $45,000.00 Position Type Non-Exempt 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:

• myRecord
  
  Tracker (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…