Clinical Administrative Assistant

Posting Details

Position Information

Position Title

Clinical Administrative Assistant

Position Type

Staff

Job Number

SA3882122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

08/10/2022

Position Summary Information

Job Description Summary

The Clinical Administrative Assistant will provide administrative support, primarily to the clinical education faculty, but may also assist with tasks/projects by department chair, faculty, staff, and students within the Communication Sciences and Disorders. They will: coordinate and communicate between Department, University, Clinical Sites, students, staff, Patients/Clients, and oversee workflow for clinical education program.

Clinical education includes the operations of the Adult Learning Lab and off-site clinical placements; coordinate clinical education events and administration of departmental clinical education experiences; initiate and maintain all activities that relate to contracts with outside practicum sites and track expired and active contracts and maintain and keep records for the clinical education program. This position reports directly to the Chair in the Department of Communication Sciences and Disorders.

Responsibilities

• Provide administrative support to the Director of the Adult Learning Lab ( DALL ) and the Director of Clinical Education ( DCE ).
• Coordinate and communicate between personnel in Department, University, Clinical Sites, students, staff, Patients/Clients, community stakeholders and adapt to administrative work flow for clinical education program.
• Organize, maintain and keep current records for the clinical education program.
• Coordinate and communicate for department clinical education events and administration of clinical education experiences.
• Organize and coordinate Learning Lab Clinic offered at Chapman University – Harry and Dianne Rinker Health Science Campus.
• Perform other duties assigned.

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities.
• A minimum of two years related experience in providing administrative support to professional staff.
• Strong oral communication skills. Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Arithmetic and calculation skills to prepare financial forms.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet and electronic mail software, cloud services, including Microsoft Office Suite and Adobe Acrobat
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Strong commitment to service.
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.

Desired Qualifications

• Working knowledge of Calipso, Campus Solutions, PeopleSoft, Blackboard, and 25Live.
• Ability to make travel and lodging arrangements.
• Working knowledge of Chapman University policies and procedures that pertain to the duties of the position.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.

Special Instructions to Applicants

The primary location of this position is at Chapman University’s Harry and Dianne Rinker Health Science Campus in Irvine, CA.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

2

Maximum Number of References

3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts
2. Letter of Recommendation 1
3. Letter of Recommendation 2
4. Letter of Recommendation 3