Administrative College & Clinical Education Operations Coordinator

DEPARTMENT: College of Health Professions

LOCATION: Hybrid
- On-campus (80% - 4 days) and Remote (20% - 1 day)

FSLA STATUS: Non-exempt

REPORTS TO: Dean of College of Health Professions

COMPENSATION: $27.50/Hour

GENERAL PURPOSE OF THE JOB:

This position is primarily responsible for coordinating day-to-day administrative tasks for the College of Health Professions and dedicated to the Dean by performing the following duties.

POSITION SUMMARY:

The Coordinator ensures efficient operation for the College of Health Professions by providing administrative and project management support for the college and programs, including clinical operations and contract management support for programs and the Dean. This role will include coordination of activities with other departments or programs, administrative support to faculty and staff, HR related activities, data collection and review, preparation of reports, committee work, student support, updating of web pages and catalog sections, event and meeting coordination, etc.

This requires interaction with Evidence in Motion to manage and obtain signatures on affiliation agreements for programs within the College of Health Professions, including certificates of liability. This is an active role, which involves dealing with a wide range of matters, sometimes of a confidential nature and requires attention to detail, organization, interpersonal and communication skills. The coordinator must be able to multitask and prioritize effectively, work with tight deadlines, and learn new systems and procedures rapidly.

DUTIES AND RESPONSIBILITIES:

Dean Support

• Manage the calendar of the Dean.
• Support the Dean in the management & completion of various University processes to agreed deadlines.
• Reports on status of college, departmental and University projects.
• Coordinates meeting requests with internal and external entities.
• Records minutes for meetings conducted by the Dean, Program Dean/Director.
• Works with the Dean/Directors to prepare and track all business transactions pertinent to the college activity including purchase orders (PO), check requests, and Memoranda of Understanding (MOU).
• Completes all clinical education affiliation agreement routing for the College of Health Professions through SCU internal offices for review and signature.
• Enters and manages clinical education agreements within EXXAT database.
• Works directly with the Evidence in Motion Clinical Operations team to manage clinical education processes and agreements.
• Plans, organizes, and coordinates travel arrangements for the Dean.
• Provides support for all program accreditations.
• Assists in the development of the annual budget, monitors college budget expenditures, creates reports as needed.
• Acts as liaison between Dean/Director and faculty, staff, students, University departments, and outside agencies and organizations.
• Coordinates special projects and events as needed.
• Utilizes feedback to improve college processes.

Faculty Support

• Ensures faculty data is complete and accurate in all databases and platforms.
• Coordinates and monitors attendance and grade submission to meet university deadlines.
• Supports the directors of clinical education and academic fieldwork coordinators in clinical education agreement management and signature procurement.

College Support

• Responsible for the coordination/completion and the quality of the clerical work for the college.
• Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for and assisting with on-campus events, meetings, conferences, travel, or other related duties.
• Represents the college at events such as orientation, first day of classes, graduation and other ceremonies, symposia, examination weeks, etc.
• Manage the college academic calendar and communicates key dates through MySCU, Canvas, and the university academic calendar (when indicated).
• Assists in the preparation of status and technical reports and documents (Accreditation, book adoptions, student rosters, etc.).
• Maintains confidential records and files (paper and electronic).
• Monitors and maintains an inventory of durable and non-durable inventory, supplies, and capital equipment, monitors functionality and expiration dates and plans for equipment replacement.
• Assist with purchasing requirements including obtaining vendor price quotes, requisitions for purchase, initiates and communicates with the purchasing department.
• Monitors for accuracy and updates portions of the academic catalog (Acalog), handbooks,…