Clinical Affairs Coordinator (CUSOM)

Essential Duties and Responsibilities

• Provides administrative support for the Office of Clinical Affairs to include the Associate Dean for Clinical Affairs, Clinical Chairs, and Director and Assistant Director of Clinical Affairs.
• Maintains all relevant information and documents, creates reports, and performs daily administrative tasks, such as answering the phone, coordinating meetings, preparing letters and other communications, and completing any other activities, which may arise to ensure successful operation of the academic programs of CUSOM.
• Serves as a key contact for the Associate Deans’ Office and Clinical Chairs.
• Gathers student documents and secures stored items for Clinical Chairs to complete Letters of Recommendation.
• Coordinates and arranges meetings, prepares agendas, and records and transcribes minutes.
• Serve as staff support on selected committees as appointed.
• Covers travel plans for the Associate Dean and Clinical Chairs.
• Processes travel reimbursements as needed.
• Receives all travel vouchers and reimbursements for the Office of Clinical Affairs and Clinical Chairs; reviews and submits to the Associate Dean.
• Reconciles monthly credit card charges for the Associate Dean of Clinical Affairs and submits those to Office of the Dean.
• Reviews immunization records of students and monitors any expiring immunizations in CUSOM’s student credentialing software suite for all medical students.
• Coordinates with the Student Health Center the administration of immunizations as needed for student rotations.
• Ensures student compliance with required immunizations and certifications (e.g., BLS, ACLS, OSHA, and HIPAA).
• Works with, and assists as appropriate, other CUSOM departments: Student Affairs; Admissions; Financial Aid; Registrar; Medical Education; and the Dean’s staff.
• Maintains records and required files; to include clinical faculty vacation and CME schedules and allowances.
• Composes and types correspondence.
• Reads, routes, and prepares outgoing mail.
• Orders and maintains office supplies within budget requirements; prepares invoices for prompt payment.
• Serves as an ambassador for CUSOM.
• Obtains and maintains literacy in topics related to osteopathic medical education.
• Maintains a professional appearance and demeanor at all times.
• Upholds and abides by Campbell University policies and procedures, including, but not limited to: Title IX, HIPAA, and FERPA guidelines.

Department Responsibilities

• Proctors Call Back Friday COMAT and COMSAE qualifying exams for all returning students, including those with testing accommodations, for third- and fourth-year medical students.
• Tracks completion of required Clinical Modules for third- and fourth-year medical students.
• Affords assistance, when needed, with tracking medical student packets and student files to ensure all required documentation for clinical rotations is collected and current for each student; this includes immunizations, insurance, and BLS/ACLS certification.
• Records minutes for various departmental meetings and distributes them appropriately.
• Requests information from Clinical Chairs for their monthly report.
• Compiles information received from the Clinical Chairs and sends the information to the Office of the Dean for monthly reporting.
• Affords support and serves as a point of contact for Clinical Administrative Assistant support staff.
• Assists with special events and workshops to include Commencement, White Coat Ceremony, Residency Match Day, Residency Fair, student interview preparation, Accepted Students Day, and various faculty and staff workshops.
• Assists with special projects and provides the materials needed to and for other departments; including documentation and site visits associated with the accreditation process.
• Schedules and helps coordinate annual site visits for Clinical Affairs and Clinical Chairs with each of the CUSOM regional clinical campuses.
• Tracks due dates of special projects to ensure timely responses and completion.

Departmental Accounting Responsibilities

• Assists with the preparation and submission of department requisitions for necessary supplies, vendors, and services.
• Requests quotes on products and provides price comparisons for supplies.
• Assists in maintaining accurate budget totals per individual budget code for department, via spreadsheet.
• Tracks and maintains accurate Clinical Faculty and Clinical Chairs annual budgeted allowances/expenditures, including travel, dues, memberships, etc.
• Processes and submits to CUSOM Business Manager Travel Expense Voucher for Clinical Faculty and Clinical Chairs travel, tracking all registration, dues, meals, transportation, and lodging costs, retaining all receipts.
• Processes and submits to CUSOM Business Manager Clinical Faculty reimbursement requests.

Education/Experience

• Achieved an associate degree and/or the equivalent in education and experience is required, bachelor’s degree desired.
• Two or more years’ experience as administrative support.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Experience in a higher education or non-profit sector is also preferred.