Coordinator, Clinical Services
Coordinator, Clinical Services
SALARY: $2,991.41 - $3,490.00 Monthly
OPENING DATE: 10/08/21
CLOSING DATE: 11/07/21 11:59 PM
The Coordinator, Clinical Services operates as the liaison between students, faculty and external partners to ensure smooth communication and preparation for clinical instruction; navigates students through the onboarding processes for practicums and clinical experiences with external agencies; coordinates the administration and reporting of criminal background checks and drug screening results; serves as the curator for the results and provides these results to facilities as needed. Additionally, the Coordinator maintains practicum and clinical affiliation agreements for all clinical sites. This position provides information and assistance to students, faculty and clinical partners; presents a positive image of the college by exhibiting excellent customer service; and demonstrates an ability to interact with diverse individuals to handle various multifaceted situations positively. Furthermore, this position assists with creating and implementing strategies to improve the internal processes in the Instructional area, ensuring college compliance set forth by state and federal regulation and reporting requirements. Along with establishing and sustaining positive relationships with external partners, the Coordinator cultivates and maintains good relationships with various departments within the institution; performs related assignments that require various technical duties; and provides responsible and complex administrative support to the Director, Instructional Administrative Services.
EXAMPLES OF DUTIES:
Essential responsibilities and other duties may include, but are not limited to, the following:
Serves as the curator for all clinical affiliation agreements while ensuring accuracy and validity of all clinical contracts; provides copies of agreements to all constituents as needed.
Analyzes clinical affiliation agreements and makes recommendations for modifications; submits all agreements for approval and signature.
Provides practicum and clinical agencies with requested program documentation and insurance certificates; ensures student documentation is transmitted appropriately and securely to guarantee confidentiality.
Functions as the primary contact for the clinical education students regarding criminal background checks, drug screenings, and clinical requirements, such as health forms, immunizations, orientations, and consent forms; provides direction on form completion and clinical expectations and requirements; ensures the confidentiality of student records at all times.
Works closely with Deans, Program Directors/Coordinators and Clinical Coordinators to monitor clinical agency onboarding requirements for students and faculty; maintains updated onboarding requirements/processes for all clinical sites, including current contact information for each program with a clinical component.
Assists the Clinical Coordinators to coordinate with clinical facilities to align facility offerings with students and programs' clinical needs.
Attends regional clinical onboarding scheduling meetings with the Clinical Coordinators as required by facilities; provides compliance reports to appropriate instructional areas as needed.
Supports with implementing standardized processes to assist departments with accountability and support increasing efficiencies in time, resources, and reporting.
Practices integrity and maintains confidentiality regarding records, reports, and conversations.
Collaborates with the Director, Instructional Administrative Services, to develop strategies for improving departmental and institutional data/information accuracy, documentation, and effective communication.
Performs administrative duties relating to the assigned department; collects minutes at departmental meetings; prepares, proofs and distributes various instructional documents and reports.
Participates in professional development activities and required employee training.
Supports the college's mission, vision, and core values by adhering to all policies and procedures.
Serves on standing and ad hoc committees and focus groups.
Assists the Director, Instructional Administrative Services on special projects.
Provides administrative and technical support to the Director, Instructional Administrative Services.
Assumes additional duties to promote professional growth, consistency, and accuracy of assigned tasks.
Maintains a general knowledge of all instructional processes and services to act as a point of contact for instructional support.
Performs other duties as assigned.
This position description covers the essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The college reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.
QUALIFICATIONS AND WORKING CONDITIONS:
Organizational and management practices as applied to the planning, analysis, and evaluation of Instructional division programs, policies, and operational needs.
Principles and practices of budget preparation and administration.
General principles and practices of fiscal, statistical and administrative data collection and report preparation.
Various computer software programs and networks.
Confidentiality policies and procedures of the office and college.
Business letter writing and report preparation techniques.
Advanced principles and procedures of record-keeping and reporting.
English usage, spelling, grammar and punctuation.
Basic accounting and mathematic principles.
Pertinent Federal, State and local laws, codes and regulations.
Current trends, research, and development in the area of assignment.
Perform responsible and complex administrative work involving the use of independent judgment and personal initiative.
Interpret and apply college and assigned division goals, objectives, policies, procedures, rules and regulations.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations to support goals.
Contribute to the development of academic mission, goals and core values that complement those of the college.
Interpret and apply Federal, State and local policies, laws, and regulations.
Communicate clearly and concisely, both orally and in writing.
Interpret, explain, and enforce departmental policies and procedures.
Work independently in the absence of supervision.
Conduct committee meetings effectively and efficiently.
Interpret and apply administrative and departmental policies, procedures, laws, and regulations.
Work independently in the absence of supervision.
Compile and maintain confidential records.
Independently prepare correspondences and memorandums.
Maintain the security of confidential matters.
Participate in researching, compiling, analyzing, interpreting, and preparing various fiscal, statistical, and administrative reports.
Operate and use modern office equipment, including a computer.
Work cooperatively with other departments, department officials, and outside agencies.
Respond to requests and inquiries from students, faculty, and staff.
Establish and maintain cooperative working relationships with those contacted in the course of work.
The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others, and periodically working irregular hours.
The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment
Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.
The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.
Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, answering questions, demonstrating intellectual capabilities, working with numbers, maintaining confidentiality where appropriate, and evaluating the effectiveness of personnel.
This is a full-time position working 40 hours a week, generally Monday through Friday, 8:00 AM to 5:00 PM. Availability for both day and occasional evening work on any Caldwell Community College & Technical Institute site (or arranged off-campus site) is required during peak periods.
Local travel is required between campus and clinical locations. Out of state travel is limited, but may be required for conferences or training.
EXPERIENCE AND TRAINING:
Minimum of three years of prior administrative office experience.
Proficiency in MS Office (MS Excel and Word) and Adobe.
Demonstrated familiarity with HIPAA and FERPA regulations and guidelines.
Established strong communication skills and a commitment to exceptional customer service.
Exhibits the ability to maintain the confidentiality of communications and records.
Associate's Degree in paralegal technology, medical office administration, or an Associate's Degree with related experience from a regionally accredited college or university.
Experience in a community college or higher education environment.
Proficiency in the Colleague ERP software.
Knowledge of content and maintenance of student/client records.
Understanding of and experience working with compliance records to include criminal background checks and drug screening reports.