Clinic System Administrator

Primary Purpose

Under the direction of the Associate Dean, Information Technology, will serve as the first line of support for clinical applications, including axiUm and Epic. This role involves direct interaction with faculty, staff, and students; overseeing all clinic processes; managing user administration; and ensuring system integrity. The position requires strong technical skills in data management, reporting, programming, and application administration, as well as the ability to support system maintenance, security, and documentation.

Essential Functions

• EHR system (axiUm and Epic) main support: First line support, including but not limited to, user interaction (faculty, staff, and students), all clinic processes (Statements, fee schedule, scheduler/Rotations, importing of new students into clinic system, etc.), and reporting.
• EHR main support system maintenance and security, including updates, troubleshooting, and resolving application issues promptly. Part of the Information Technology clinic coverage.
• Manipulate and analyze data for reporting and operational needs; consult with users to identify current operating procedures. Develop scripts/programs for our EHR to automate tasks and improve efficiency.
• Analyze requests for programming changes for our EHR and other applications created by the school; develop some of the changes and interface with application system analysts, web developers, and outside system programmers; ensure appropriate changes are made.
• Prepare, organize, and maintain documentation and training working with the vendors and members of the IT team for all applications, database systems, software, hardware, and processes.
• Manage user accounts, permissions, and audits for our EHR. Support system maintenance, updates, and security compliance.
• Extract and transform data from axiUm (Oracle Server) for analytics; document source-to-target mappings. Design semantic layers (datasets, views) aligned to common KPIs. Prepare migration-ready models anticipating Epic Clarity/Caboodle structures.
• Build and maintain dashboards (e.g., access, quality, productivity, billing, no-shows, throughput, clinical outcomes, compliance) from axiUm; plan for Epic equivalents. Translate stakeholder questions into metric definitions, visuals, and self-service datasets and implement robust scheduling, versioning, and alerting for recurring reports.
• Assist in the transition from axiUm to Epic, including data migration and process alignment.
• Remain up to date on new technologies and tools applicable to this position.
• Perform all other duties as assigned by the Associate Dean, Information Technology.

Minimum Qualifications

Knowledge of: Microsoft Office Suite including Word, Excel, Access and Outlook; Advanced functions in Excel (i.e. PivotTables/charts, XLOOKUP, index/match); Technical and analytical reporting; Knowledge of at least one programming language (Python, R, etc.)

Experience: Three (3) years' experience in application administration or a related role; Databases: Microsoft SQL Server (axiUm), Epic Clarity (Oracle/SQL Server), and Caboodle (SQL Server).

Education: Bachelor's degree in computer science or a related field.

Working Conditions: Position is full-time, 8 hours per day, 5 days per week. Occasional assignments on weekends and/or evenings. Travel may be required.

Preferred Qualifications

Knowledge of:

• Epic reporting experience (Clarity, Caboodle, Cogito, Reporting Workbench, SlicerDicer); Cogito/Clarity certification a plus.
• axiUm reporting tools experience (e.g., SSRS, Crystal Reports), and knowledge of axiUm table structures.
• Data modeling (star schemas), semantic modeling in Power BI/Tableau; DAX or LOD expertise.
• Familiarity with HL7/FHIR concepts, Epic Bridges, interface message patterns, and downstream data quality implications.
• Python or R for analysis/automation; experience with dbt (nice to have).
• Source control (Git), CICD for BI content, and development of lifecycle in regulated environments.
• Cloud analytics familiarity (e.g., Azure SQL/Databricks, AWS RDS/Redshift); Power BI Service or Tableau Server administration basics.
• Experience in an academic health/dental or ambulatory care setting.

Ability to: Provide outstanding customer service; Communicate effectively, verbally and in writing; Work independently; Work productively and professionally as a member of a team; Follow oral and/or written instructions.

Experience:

• 3+ years in analytics/reporting with EHR data (healthcare or dental strongly preferred).
• Hands-on SQL (complex joins, CTEs, window functions, performance tuning).
• Proven delivery of Power BI or Tableau dashboards end-to-end (requirements → deploy).
• Experience reporting or database schema (Oracle Server), including key domains such as patients, appointments, procedures, providers, and billing.
• BI/Visualization: Power BI (preferred) or Tableau (specify your org's standard).
• ETL/ELT: SQL-based pipelines; SSIS/Azure Data Factory or equivalent.
• Scripting: Python (pandas) for data prep/validation/automation.
• Version Control: Git (branching, pull requests, release tags for reports/datasets).
• Security: RLS, workspace/app permissions, PII masking, audit logging.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse, and phone. Requires sitting majority of the working day; occasional standing, walking, bending, and reaching. Occasional lifting of up to 25 lbs should be anticipated.

Pay

Hiring Range: $36.93-$48.94. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.