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Clinical Administrative Assistant IV

Samuel Merritt University
California, United States
Salary Not Specified
Date posted
Jan 18, 2024

Job Details

Job Description Summary:This position has three components:
(1) Under the direction of the Director of Clinical Education and the administrative leadership of CPM, the Administrative Assistant for Clinical & Academic Affairs provides general program support to CPM with an emphasis on the clinical curriculum. Support includes: communication with the clinical coordinators and directors, maintenance of clinical contract expiration dates, submission of clinical contract request forms (CCRF’s), oversight of student submissions of clinical rotation prerequisites, maintenance of student clinical records and overall clerical support of the department.

(2) Under the direction of the Administrative Coordinator, the incumbent will work to support the operational, academic, support services and technical aspects within the College of Podiatric Medicine.

(3) Under the direction of the Graduate Placement Director and Clerkship Coordinator, the incumbent will be responsible for coordinating the placement of CPM students into clerkship and residency training programs.
Duties and Responsibilities:

Job Duties and Accountabilities:

An Asterisk (*) denotes an “essential job function” for ADA purposes.

*Administrative Support for the Clinical Departments 55%

Provides day-to-day clerical support for the Director of Clinical Education and for clinical faculty. Manages and oversees student onboarding for all clinical rotations. Manages confidential reports and documents. Orders supplies for clinical labs and rotations. Maintains and operates the CPM autoclave, including the collection and processing of student instruments. Manages paid contracts for clinical sites. Coordinates CCRF’s with the SMU contracts specialist, ensuring that all clerkship contracts are current. Assists with OSCE examinations. Helps maintain student clinical logging records. Assists students with logging processes. Ensures that clinical grades are properly recorded with the Administrative Coordinator. Manages the core program application process.

*Coordination of clerkship and residency applications 20%

Assists students with clerkship and residency applications and placements.

Timely communication with program coordinators in submission of onboarding documentation for student clerkship rotations.

Coordinates professionally and timely with AACPM staff and attends bi-annual virtual meetings.

Uploads and monitors student applications to clerkships and residencies.

Coordinates bi-annual meetings for the CPM core directors.

Creates and distributes the annual clinical rankings for students.

Administrative Academic and Support Services 20%

Provides support when needed by the CPM Administrative Coordinator - proctors examinations when requested. Responsible for general reception of students and the public. Helps to support the general office and operational functions of CPM. Reconciles clinical purchase orders and coordinates invoices for payment with the Administrative Coordinator. Helps with the annual CPM fixed assets survey and helps conduct annual equipment inventory. Monitors and coordinates travel plans. Assists the CPM Administrative Coordinator with CPM events. Manages the general clinical inbox and ad hoc inquires. Manages clinical files storage in Teams. Helps update policies and procedures. Learns the basic functions of the CPM Administrative Coordinator to help provide redundancy of that position.

All other duties as assigned 5%

Skills and Abilities:
  • Must be a highly functional and informed person who is courteous, a sincere listener a good communicator, and capable of establishing a positive and supportive rapport with students, faculty and staff members.

  • Must be able to problem-solve and work well as a team player.

  • Must be able to function independently in an environment where multiple priorities have to be handled simultaneously and where priorities change frequently.

  • Must have keen judgment skills and be able to independently manage and resolve student and faculty issues, concerns and complaints in an effective and timely manner.

  • Must have intermediate/advanced computer experience and competency in the use of Microsoft Office software including Microsoft Word, Excel, Access, and Outlook.

  • Ability to read and follow through with written and verbal instructions.

  • Ability to communicate in writing with appropriate grammar, spelling and formatting.

  • Organize and communicate thoughts, speak effectively with faculty and staff members, students and all other contacts.

  • Ability to handle privileged information in a confidential manner.

  • Ability to concentrate and effectively pay attention to minute details for extended periods of time to produce reports, studies, etc.

  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals and percentages.

  • Ability to act and dress professionally.

  • May have to work after hours or during the weekend as needed.

  • Must be a team player who enjoys working with students, faculty and other staff members to solve new challenges and work toward strategic goals.

Required Education and Experience:
  • Bachelor's Degree preferred.

  • Three to five years of experience in a high-level administrative assistant position or experience in academic or health care setting.

Preferred Experience:

Academic program administrative work

Social media management

Learning management system software (Canvas)

Physical Requirements:
  • Able to lift, bend and flex the upper body.

  • Able to be sedentary for extended periods of time.

  • Able to go back and forth across campus and up and down the stairs several times per day.

  • Hand and finger dexterity for computer, calculator, copy machine and telephone use.

  • Able to receive detailed information through verbal and written communication and read and write complex documents.

  • Able to lift up to 30 pounds and push and pull carts.

Employee Status:Regular
Exemption Status:United States of America (Non-Exempt)
Time Type:Full time
Job Shift:

Pay Range:


Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.


Samuel Merritt University

Samuel Merritt University is a private university focused on health sciences with its main campus in Oakland, California, and other facilities in Sacramento, San Mateo and Fresno.

SMU is an integral part of patient care in Northern California. We’re one of the largest educators of registered nurses in California, and many of the physical and occupational therapists, physician assistants, and podiatric physicians who provide care in the region are graduates of our programs. 

SMU began as a credential nursing program with Oakland's Samuel Merritt Hospital. Today, more than 110 years later, it offers nursing programs and advanced degrees for occupational and physical therapists, physician assistants, and podiatric physicians.

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