Clinical Coordinator and Assistant to the Associate Dean of Clinical Education

Summary

Barry University is currently seeking a Clinical Coordinator and Assistant to the Associate Dean of Clinical Education.

This fulltime position is responsible for the coordination of clinical rotations in credentialing students, processing the documentation and payments for the clinical instructors, and serving as a liaison between the medical education offices and the School of Podiatric Medicine. The position also provides operational support and is the assistant to the Associate Dean of Clinical Education for the School of Podiatric Medicine. ​

This position is a Full-Time, Hybrid (In-person/Remote)

Essential Functions

Clinical Coordinator

• Contact the Medical Education Offices at the various clinical sites to obtain packets for students to be credentialed at the various locations

• Enter information in Typhon

• Create a clinical rotation account for each student

• Enter the student’s clinical schedule

• Update or enter the clinical site information and the Clinical Instructors’ information

• Prepare individual packets of each student with –

• BLS, ALS, PALS cards

• Health Compliance – this is continually updated as Health Compliance dates changes

• OSHA and HIPAA Certificates

• FBI and local background check

• Email clinical packets for the students to complete for their rotation – rotations are two weeks/ and or month long When students complete the paper packets or upload credential in hospital system

• Review and approve the documentation

• Prepare attestation letter/ letter or good standing / cover memo depending on the clinical site requirements

• Attach required documentation –ID, BLS/PALS/ background check/ health immunization / drug screening

• Enter paper evaluations in Typhon for doctors who submit paper copies Contacting external vendors or institutional partners for educational material to enhance clinical education Updating the yearly Clinical Training and Clinical Instructor Manuals

Clinical Coordinator as Communication Liaison for Clinical Rotation

• Answer calls/ emails from students and medical education office personnel when necessary, and provide information/documentation

• Prepare rotation schedules for individual to send to the medical education office personnel

• Communicate changes in the schedule with the clinical instructor/offices and students when necessary Call and schedule site visits with Clinical Instructor for Associate Dean of Clinical Education and Medical Education Offices.

Clinical Coordinator for Paying Clinical Instructor and maintaining the Clinical Instructor’s Agreement

• Revise the Clinical Instructor templates yearly – dates, compensation etc. Paying all external consultants for clinical education Send to legal for revisions and approval Save the approved Clinical Instructor Agreement for the Associate Academic Dean of Clinical Education to send to Clinical Instructors

• Send out “Vendor Packages” for completion to new instructors and once received enter supplier request in Workday Collect the signed Clinical Instructor Agreements and auxiliary documents from the Clinical Instructors – prepare a spreadsheet to keep track of documents received and follow up on missing documents

• Send the completed Clinical Instructor document to the Provost office for approval. Once returned from the Provost, send a copy of the fully executed contract to the Clinical Instructor for their record

• Enter the requisition for Purchase Order in Workday Once it is approved, create receipt in Workday and forward signed agreement to AP for processing of payment Track all cost related to Clinical Instructor and Rotations for Budgeting Process

Clinical Coordinator for Workshops / Certificate/ Training for Students / Residency Fair/ Roundtable

• ALS/BLS/PALS training
• HIPAA/OSHA
• OSCE
• Instrument Workshop

• Once the date has been scheduled, Reserve the room

• Contact facilities and campus safety to open door/ and to turn on air-conditioning etc.

• Communicate with external participants the date/time etc. and find out if they require anything,  Computers, etc.

• Submit ticket to marketing for flyer/save the date/poster board Put together the handout/packet for attendees and keep RSVP list for badges and table signage Enter the requisition for Purchase Order in Workday Once services have been rendered and the requisition approved, create receipt in Workday and forward signed agreement to AP for processing of payment

• Send a list of the students participating in the workshop Track all cost related to Clinical Instructor and Rotations for budgeting process Once we receive the certification – retain copy and send to students For OSCE contact the agency to get “professional patients”

• Enter the requisition for Purchase Order in Workday

• Once services have been rendered and the requisition approved; create receipt in Workday and forward signed agreement to AP for processing of payment

• Create a time schedule for students

• Coordinate with Catering/ external to order and pay for catering services

Administrative Assistant to Associate Dean of Clinical Education

• Schedule appointments with students, faculty and staff and sit in on meetings Contact and make appointments/conference calls etc. with personal as requested by the Associate Dean of Clinical

• Education Book airfare and hotel for conferences/workshop Scan all receipts related to P-Card for food/parking/supplies/ miles for site visits etc. and upload them to OneDrive

• Order supplies as needed for – repository, class or for the office Gather brochures/give away for health fairs/workshops Other administrative functions as needed Coordinating with Operations manager to determine Clinical Education Budget

Qualifications/Requirements

• A bachelor’s degree in any field of study is required

• 3-5 years of related experience is required

• Ability to make logistical decisions and solve problems and can successfully provide a wide array of complex and diverse support services.

• Must be able to plan, coordinate and manage time effectively and with limited supervision. Must have strong organizational skills.

• Must be able to multi-task and to switch from task to task with ease.

• Must have effective written and oral communication skills in order to communicate effectively with individuals.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.