Clinical EducationCoordinator

Posting for Western University Campus-Lebanon, OR in the Doctor of Physical Therapy-Oregon department.

Pay scale: $60,000.00 annually.

About the Role

The Coordinator of Clinical Education supports the DPTE-OR with a primary focus on the curriculum's clinical education component and a secondary focus on new student recruitment and admissions. This position collaborates as a CE team member to assist, relieve, and protect the workload of the Director of Clinical Education (DCE) and the Assistant Director of Clinical Education (ADCE). Reports directly to the DCE and indirectly to the CHS-NW Director of Operations.

Responsibilities

Clinical Education Duties (in conjunction with DCE)

• Provides an independent first review of the integrity and accuracy of the clinical education database, including clinical sites, key contacts, and affiliation agreements.
• Ensures the maintenance of current and compliant student clinical education and confidentiality records related to clinical experiences.
• Serves as the primary administrator for Exxat, overseeing the creation, management, and maintenance of records, documentation, and system data necessary to support clinical placement operations and regulatory compliance.
• Provides critical monitoring of workflows and data management processes, ensuring timely coordination and follow-up with students, faculty, and clinical partners to facilitate efficient clinical placements and prevent delays.
• Collaborates with the DCE, clinical education faculty, and Affiliations Agreements Team in the execution of affiliation agreements and maintenance of contract records.
• Communicates contract expiration dates and specific contract items with the clinical education faculty as needed to maintain appropriate records and clinical partnerships in alignment with CAPTE criteria.
• Creates reports regarding clinical education data from the Exxat software system and the APTA CPI grading tool in collaboration with the DCE and the clinical education faculty.
• Coordinates, organizes, and maintains the records of clinical education team meetings, publishes meeting minutes, records voting, and references meeting minutes and records to support clinical education processes, policies, and procedures.
• Charged with review and workflow oversight of pre-rotation onboarding in coordination with DCE.
• Creates reports and performs database management.
• Participates in the annual update of the Clinical Education Student Handbook.
• Works with the state authorization team and communicates with the DCE regarding state authorization associated with pending and current clinical placements.
• Performs record keeping of annual updates to liability certificates in alignment with university, accreditation standards, and affiliation agreements.
• Participates in assessment and accreditation activities to promote ongoing quality improvement of the clinical education program and to maintain compliance with CAPTE standards, policies, and procedures.

Other Clinical Education Duties (in conjunction with DCE)

• Manages the accounting of clinical education expenditures, including allocation of funds using the Concur reimbursement system, management and creation of check requisitions, management of purchases through Elixir, drafting and coordination of budget transfers, credit card reconciliation, and follow-ups with both the university and external vendors.
• Manages budgetary record keeping and associated budgetary reports of the Clinical Education faculty to be shared with the departmental budget authorities as needed or requested.
• Communicates regularly with the DCE and Director of Operations regarding budget items and available funds.
• Coordinates the student placement processes, including March Mailing and related clinical placement activities, by facilitating communication among students, faculty, and clinical partners; managing workflow timelines and documentation requirements; and ensuring timely completion of placement-related tasks.
• Schedules meetings and facilitates processes for new site development, including site outreach and solicitation.
• Coordinates with the DCE and clinical education faculty regarding communication with students, clinical partners, and affiliates, including tasks related to new and current site development.
• Collaborates with the clinical education faculty to develop a strong clinical education environment.

Admission Activities

• Coordinates the planning, organization, and implementation of student recruitment and admissions activities in collaboration with the DPTE-OR Director of Admissions.
• Serves as a key point of coordination for prospective student engagement by facilitating admissions interviews, campus tours, recruitment events, and outreach activities.
• Maintains ongoing communication with prospective students, faculty, and admissions stakeholders; coordinates workflow and scheduling; and ensures timely follow-up throughout the recruitment and admissions process.
• Performs other duties as assigned by the DCE, ADCEs, Director of Operations, Director of Admissions, or programmatic leadership.

Requirements

• Bachelor's degree required.
• 5 years of administrative/secretarial experience.
• Experience with various computer software including Office 365.
• Experience with student placement software (Exxat) highly preferred.

Skills

• Good computer skills necessary to set up document formats in Word, Excel, PowerPoint, Exxat, and any other software programs required by the position.
• Ability to maintain the department website, Clinical Education Program SharePoint site, and develop/maintain department social media accounts.
• Ability to make decisions and work with minimal supervision.
• Experience with fax, copy machine, printer, and telephone operation.
• Good verbal and written communication skills; ability to effectively interact with administration, faculty, staff, clinical partners, and other contacts.
• Ability to communicate with others in person, via telephone, Internet/Intranet, and email.
• Ability to maintain confidentiality is essential.
• Demonstrate a commitment to working in an organization that values and promotes humanism.

Preferred Qualifications

• Master's degree preferred.