Clinical Relations Coordinator

Job Summary

Provides primary support to the Director of Clinical Relations as well as occasional support to the Year 3 and 4 Directors of the College of Veterinary Medicine’s Office of Academic Affairs. Additionally, general clerical support will be provided to college faculty in the delivery of the professional veterinary medical curriculum. Responsibilities include providing and coordinating staff support for events involving external constituents; maintaining clinical site and preceptor databases; maintaining calendars and scheduling appointments; making travel and lodging arrangements; maintaining files and records; composing correspondence to internal and external sources; editing, proofreading and distributing office and educational material; time-sensitive and confidential information; and other duties as assigned. Exercise confidentiality, good judgment, initiative, tact and diplomacy in handling issues that reflect on the students, staff, the college, the University, and the Preceptors of the college. Knowledge, Skills and Abilities Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

1. Position requires strong foundational English grammar skills. Good verbal and written communication skills are desired. Must be able to effectively interact with administration, faculty, staff, students and other external contacts;
2. Excellent computer skills necessary in MS Word, MS Excel, MS Publisher, and MS Outlook.
3. Proficient in, or possess the skills to learn, Adobe Acrobat Professional, Sharepoint®, Camtasia®, Eco360®, E*Value®, Exam Soft®, Banner, and/or similar software packages;
4. Excellent skills in using various office equipment and machines;
5. Effective interpersonal skills;
6. Provide proactive completion and improvement of all office tasks;
7. Familiarity with medical terms is beneficial but not required.
8. Proficient at multitasking and able to organize concurrent projects.
9. Energetic, demonstrates initiative, and motivation and enjoys working in a team atmosphere. Required Qualifications EDUCATION:
Minimum AA degree and/or combination of education, training or experience that provides the required knowledge, skills and abilities to perform this job in a satisfactory manner as a substitute for minimum education.

EXPERIENCE:
3-5 years of administrative experience. List comments regarding work hours Typical working hours are Monday – Friday 8:00 am to 5:00 pm. Some evening and weekend hours may be required. Posting Date 04/05/2024 Close Date Open Until Filled Yes Special Instructions to Applicants Essential Job Duties Job Duties 1. Provide exceptional customer service with regards to all clinical sites, preceptors, faculty, staff, and students and to ensure all tasks/issues are addressed and completed in a timely manner to the best possible outcome. Percentage Of Time 10 Job Duties 2. Coordinate most of the Office of Clinical Relations activities for the DCR and two clinical liaisons as well as assuring deadlines are met in a timely fashion for all of the yearly activities.

Provide administrative support to the Director of Clinical Relations (e.g., credit card reconciliation, large mailings to sites and preceptors, etc.), generate and maintaining files, both hard copy and electronic form (e.g., accreditation required files, personnel files, policy and procedures, site visits documentation, safety and facilities inspections, etc.) and events (e.g., preceptor training, preceptor retreats, coordinating meetings, specialty board certifying exams, etc.). Percentage Of Time 25 Job Duties 3. Manage, coordinate, and facilitate clinical site and preceptor enrollment and associated documentation, both hard copy and electronic form, currently E*Value and Wufoo Forms, (e.g., site and preceptor enrollment submissions, database listings, site linkages, course linkages, etc.). Percentage Of Time 10 Job Duties 4. Manage, coordinate, and facilitate the application and appointment of the college’s Clinical Faculty as well as maintaining the database of all Clinical Faculty members (e.g., application, reviews, etc.). Percentage Of Time 10 Job Duties 5. Provide administrative and organizational support for the college’s Committee on Clinical instruction in close collaboration with the committee chair(s), (e.g., schedule and plan meetings, generate agendas, generate minutes, etc.) and maintain required documentation (e.g., internal guidelines, site guidelines, preceptor guidelines, end of year reports, etc.). Reviews all submitted material for completeness and performs verification of specific documents. Coordination of the activities of the committee assuring that student needs are met in a timely fashion. Percentage Of Time 10 Job Duties 6. Provide administrative and organizational support for the Clinical Sites Advisory Board in close collaboration with the committee chair(s) (e.g., schedule and plan meetings, generate agendas, generate minutes, etc.) and maintain required documentation. Percentage Of Time 5 Job Duties 7. Assists Year 4 students in the registration and onboarding of new clinical affiliate sites for selective rotations.

Conducts site safety and facility inspections for various clinical sites. Coordinate visits with preceptor/hospital manager, visit the clinical site, conduct inspections as trained by the Director of Clinical Relations and complete written documentation of this visit.


Percentage Of Time 5 Job Duties 8. Facilitate the execution and renewal of affiliation agreements with clinical affiliates, (e.g., document delivery, document editing, etc.) and maintaining required files, both hard copy and electronic form. Coordinates and organizes the timing of renewals and liaises with Provost office to assure these documents are completed in a timely manner. Percentage Of Time 5 Job Duties 9. Cross train with other Coordinators as part of the larger clinical course and rotations team (e.g., third year, fourth year, clinical relations, etc.) and assist with activities (e.g., honorarium payments, preceptor meetings, preceptor continuing education events, year orientations, etc.) of those offices as needed. Percentage Of Time 5 Job Duties 10. Provide administrative and clerical support for select faculty (e.g., copying, collating, filing, etc.). Percentage Of Time 5 Job Duties 11. Accommodate occasional weekend and evening duties and occasional travel to clinical partner facilities during work hours with advanced notice. Percentage Of Time 5 Job Duties 12. Other duties as assigned.

The above description is intended to provide a summary of the typical functions of the position and is not intended to be an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties of the position. As such the responsibilities, tasks, and duties might differ from those outlined and other duties, as assigned, might be included. Percentage Of Time 5