Clinical Education Administrative Coordinator 

Clinical Education Administrative Coordinator

Reporting to the associate dean for clinical education and the program manager, the clinical education administrative coordinator, under minimal supervision, provides executive level administrative assistance and operational support to the associate dean of clinical education, the program manager as well as the Office of Clinical Education and all related partners.

This position serves as the first point of contact for all students, faculty, affiliate partners and outside members of the PCOM community and is responsible for all matters related to the general administration of the day to day workflow. The clinical education administrative coordinator liaises with and maintains strong, professionally tactful and effective communication across all internal and external networks. He/she performs a variety of highly responsible, detail oriented, confidential and complex secretarial and administrative duties for the Office of Clinical Education. The ideal candidate for this position is a motivated, organized, self-starter, who takes initiative and helps to ensure all administrative duties are complete while improving and creating new tasks as needed to best benefit the student body and Office of Clinical Education.

This position is based at PCOM (Philadelphia, Pennsylvania).

Essential Duties and Responsibilities

Duties and responsibilities include (but are not limited to) the following:

  • Maintains departmental student evaluation process and inputs all necessary data into Banner to be uploaded to student transcripts.
    • Along with the program manager, will work to update, streamline and implement electronic student evaluation process with transition to E*Value.
    • Responsible for supporting the program manager with delivering a consistent communication strategy across all affiliate partners and to the student body to promote a successful migration to a new scheduling/evaluation platform.
  • Initiates the process, compiles and diligently tracks affiliation agreement contracts for review by Risk Management and final submission/signature by the provost and dean for hundreds of partner institutions and enters affiliation agreements into iContracts.
  • Accurately organizes, maintains and monitors student E-Value portfolio of students in the third and fourth year class and provides secured evaluation and scheduling information upon request of student or administration.
  • Reviews and processes purchase requisitions, housing requisitions, purchase order adjustments, and check-enclosed requisitions for the Office of Clinical Education, the vice dean for clinical education, the associate dean for clinical education and the program manager.
  • Support budget operations including data entry of fiscal year budget plan and projections in consultation with the associate dean of clinical education and the program manager.
  • Create, distribute and collate important student surveys designed to assess various business needs with a proven ability to provide comprehensive, timely and accurate data.
  • Supports Blackboard sites for all core clinical clerkship core rotations and provides assistance to program directors as needed.
  • Manage and notify the AOA of preceptor and volunteer faculty CME credits.
  • Develops and assists with implementation of processes for improving efficiency and streamlining day to day administrative efforts across multiple platforms.
  • Organizes major meetings including room logistics, distributing materials, arranging for refreshments, preparing name tags and transcribing minutes etc.
  • Upholds and assists in maintaining records of the established departmental policies and procedures.
  • Composes letters and memoranda from dictation, verbal direction.
  • Provides assistance in the day-to-day administration for the Office of Clinical Education and partners.
  • Answers telephones, routes callers, takes messages and provides routine information to callers.
  • Manages the calendar for the associate dean of clinical education, which includes coordinating complex meetings for C-level executives, travel and lodging arrangement, expense reports etc.
  • Types correspondence, reports, memoranda, special projects, technical papers and related material for the Office of Clinical Education as requested.
  • Reads and routes incoming mail.
  • Enhance professional growth and development through participation in educational programs, current literature, in service meetings and workshops.
  • Attends meetings as required.
  • Performs other related duties as assigned or requested.

Position Requirements
*Applicants must be authorized to work in the U.S. and pass a criminal background check. Education
  • Bachelor’s degree required. Combination of relevant education and/or work experience may be considered in lieu of degree.
  • A minimum of three to five years’ experience as an administrative assistant in a fast-paced office with preference given to college or university environments.
  • Proficiency in Microsoft Word, Excel and PowerPoint is required.
  • Experience using Banner, E-Value and Blackboard preferred.
Certifications, Licenses, Registrations
  • No board certification or board eligibility is required.
Physical Demands
  • Must be able to lift files and administrative items. Sit at a desk for prolonged periods, hear and answer telephone calls. Use standard office equipment.
Working Environment
  • Currently remote due to COVID-19. Must have a separate space to work to ensure minimal disruptions during work day. Ability to come into the office fluctuates.
  • Monday through Friday, 9 a.m. to 5 p.m. Hours and days may fluctuate depending upon events in the office. Employee will proactively be informed if altered hours are needed.

Application Instructions

All inquiries must include:

  • Cover letter
  • Resume
  • Writing samples on each of the following:
    • A professional memorandum that would be sent to partners and/or students. A previous memo will work.
    • A process sample that could be used internally or communicated to partners/students. The expository/process sample should be, at minimum, 500 words. The topic can be "How to manage time appropriately" or "How to organize your work while documenting steps taken"

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

About Philadelphia College of Osteopathic Medicine

For more than a century, Philadelphia College of Osteopathic Medicine has provided high quality, hands-on training in osteopathic medicine. As the field of medicine has changed, we've changed with it-adapting our program offerings to better meet the needs of healthcare providers and the communities they serve.

At the main campus in Philadelphia, Pennsylvania ( PCOM ), the branch campus in Suwanee, Georgia ( PCOM Georgia ), and our newest location in Moultrie, Georgia ( PCOM South Georgia ), PCOM students learn to approach problem solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals. All campuses feature modern facilities and state­-of­-the-­art technologies, all part of an innovative learning environment designed for collaboration and interaction.

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