Administrative Assistant of Practice Experiences

Husson University
Maine, United States
Salary Not specified
Posted Date
Jun 24, 2022

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Position Type
Administrative, Academic Affairs, Other Academic Affairs
Employment Level
Employment Type
Full Time
The Administrative Assistant of Practice Experiences works directly with the Coordinator of Clinical Education, School of Nursing (SON), and Director of Experiential Education, School of Pharmacy (SOP). This position is responsible for organizing practice experiences (i.e., clinicals, rotations, experiential experiences, fieldwork experiences) and placements for COHP academic programs. The Administrative Assistant will manage these placements, track requirements, and manage agreements to ensure execution and delivery of quality clinical/experiential education for student learning.

DUTIES AND RESPONSIBILITIES include the following:

  • Utilize sound data management techniques to input, manage, and extract data while completing projects while serving the needs of individual stakeholders (including but not limited to APPE, IPPE, Fieldwork experiences, clinicals, etc.).
  • Organize and maintain data sets and documentation (including but not limited to site Affiliation Agreements, Preceptor Agreements, Accreditation documentation, student and site requirements, etc.).
  • Organize events, meetings, schedules, and budgets to advance the mission of the programs and University (including but not limited to white coat ceremonies, orientation events, preceptor and clinical instructor recognition and development events, etc.).
  • Manage communication through multiple media (including but not limited to written text, verbal, email, video, and web).
  • Prepare and coordinate purchases of supplies and materials for the clinical/experiential area, requests for reimbursement, payment of stipends, and other budget-related items approved by the director/coordinator.
  • Maintain relationships with stakeholders, clinical and experiential sites and other partners using effective communication and conflict management skills.
  • Develop and maintain a sound digital footprint utilizing best practices for electronic mediums.
  • Provide appropriate access to materials, both physical and digital.
  • Demonstrate regular and punctual attendance, with the expectation of additional flexibility of hours during accreditation site visits or clinical/experiential activities and events that take place outside of normal working hours.
  • Adhere to university policies and procedures.
  • Work collectively with all coordinators/directors of Clinical/Experiential/Field Work Experiences within the COHP to drive effectiveness and efficiencies. Duties within each individual area may fluctuate, pending schedules, assignments, and activities.
  • Facilitate training and cross-training sessions and meetings and collaborate with the Directors/Coordinators in maintenance of the Centralized Clinical Placement System and other Experiential/Clinical Learning Management Systems (i.e., CORE ELMS, Exxat, etc.).
  • Work collectively with other COHP administrative assistants to ensure environments and work areas remain student-centric as well as operationally focused while providing support when needed.
  • Participate and engage in assigned College and University activities and committees.
  • Perform other related duties as assigned.


This position may supervise work-study students and must carry out those supervisory responsibilities in accordance with the organization's policies and applicable state and federal laws.


To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

  • Basic computer skills required (including but not limited to Microsoft Office and Google Applications), skills with specialized clinical/experiential educational software preferred, and basic database manipulation.
  • Excellent oral and written communication skills with a variety of constituencies including students, faculty, preceptors, and staff.
  • Organizational skills to enhance responsiveness to regional and specialized accreditation demands and deadlines. Ability to organize and prioritize competing goals and responsibilities.
  • The ability to work cooperatively and effectively with colleagues and supervisory staff at all levels.
  • Ability to maintain confidentiality.


  • Associate's degree required Bachelor's degree preferred (in Education, Health, or Business). Preference would be given to candidates who are Certified Technicians/Assistants in health-related field.
  • Experience in didactic or clinical/experiential educational programming with preference given to individuals with experience and/or significant knowledge of pharmacy practice paradigms.


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