Clinical Administrative Assistant - PA LA Program

Qualifications
Professional communication skills; oral and written and basic math skills are required
Bachelor’s recommended or the equivalent of five years experience in a related field
Excellent communication and interpersonal skills, with the ability to work with students, community and faculty
MS Word, Excel, Access, Internet, E-mail with the ability to learn new software as needed
Ability to maintain confidentiality
CORE COMPETENCIES: identify the behavior an employee is expected to demonstrate
Excellent organizational skills, including the ability to prioritize
Excellent written and verbal communication skills
Excellent interpersonal skills needed to work with students, community and faculty
Ability to maintain confidentiality
Benefits
USD $55,000.00/Yr
USD $44,000.00/Yr
Responsibilities
The Clinical Administrative Assistant is a member of the Touro University California, College of Health Sciences , Physician Assistant Program staff
Primary responsibilities include initiating, coordinating, and managing the administrative and clerical functions required for the effective implementation of the Program with a specific emphasis on the clinical training and admissions components
Clinical Phase Responsibilities
Works with the Program Director and members of the Clinical Team as directed, on all aspects of clinical education
Collection of individual student screening and trainings in preparation for the clinical year:
Preparation of a curriculum vitae for student rotation packets
Coordinating and managing students to receive their ACLS, HIPPA and other required trainings required prior to beginning clinical rotations
Coordinating with students to ensure that their required immunizations are completed in accordance to the deadline (e.g. Flu shot, 2-step PPD, chest xray)
Coordinating with Student Health to manage receipt of Certificate of Immunizations
Coordinating with outside vendors to arrange U-tox screening, Mask fitting, and Background checks and to receive results within a timely manner
Directly responsible for
Editing and disseminating the Clinical Year Handbook
Organizing and assisting during the Orientation to the Clinical Year course including correspondence with outside lecturers as directed by the Director of Clinical Education on an as needed basis
Organizes and administers the PACKRAT exam, which includes scheduling with the vendor, coordinating times with the Director of Clinical Education and relaying such information to the students
Once the exam is completed, collating the results and sending it to the Clinical Team for review
Organizing and assisting during Callback week (every 5 weeks)
Organizing, proctoring and assisting in administration of end-of-rotation exams and OSCEs, on campus and at distant sites as directed
Tracking student progress to be able to submit Grade Change and Course Add/Drop forms to the Office of the Registrar
Serves as the Program liaison to clinical sites and preceptors under the direction of the Director of Clinical Education
Enters Affiliation Agreements with current and new sites in files and in Exxat
Corresponding with preceptors regarding students and rotations on updates, required clearance documentation
Preceptor and Clinical Site Management
Regularly updates Clinical Sites and Preceptors in the ARC-PA Portal, with a final annual update prior to December 15
Tracks and maintains an up-to-date preceptor board certification and licensure list, including renewal dates
Manages Preceptor and/or Clinical Site payments under the direction of the Director of Clinical Operations
Maintains up to date information in Exxat for clinical site, preceptor and contact personnel
Coordinates and manages the collection and dissemination of :
Student paperwork for clearance at clinical sites
Preceptor gratitude/acknowledgment (CME letters/gifts)
Maintains up to date student rotation instruction sheets based on the Clinical Year grid and provides such information to students along with appropriate clearance documentation
Participate in the ongoing Self Study activities
Initiates, organizes, manages and maintains student records throughout the clinical year and reviews them to make sure inclusion of Clinical Year program materials document that the student has satisfied all Program Completion requirements and maintaining ARC-PA standards
Performs general administrative tasks including but not limited to written and verbal correspondence, copying, keeping machinery operable, replacing the toner for the copy and fax machines and reception duties such as answering telephones, greeting visitors
Organizes, coordinates, schedules, arranges, and participates in conferences, retreats, faculty and committee meetings as directed
Attends assigned meetings, taking minutes and making them available in a timely fashion
Maintains strict confidentiality with regard to student and faculty records
Identifies space needs and reserves classrooms and conference rooms for the Program
Submits and follows-up on facilities and maintenance requests for the Program
Aids in organization of the White Coat Ceremony
Represents the Program on the Commencement Committee
Assists with the organization, initiation, and execution of Interview Days for the program
Assists with the organization, and execution of various other events put on by the program such as Town Halls, Graduation Party, and others as directed
Job description
Overview

The Clinical Administrative Assistant is a member of the Touro University California, College of Health Sciences , Physician Assistant Program staff. Primary responsibilities include initiating, coordinating, and managing the administrative and clerical functions required for the effective implementation of the Program with a specific emphasis on the clinical training and admissions components.

Responsibilities

Clinical Phase Responsibilities

Works with the Program Director and members of the Clinical Team as directed, on all aspects of clinical education. This includes, but is not limited to:

1. Collection of individual student screening and trainings in preparation for the clinical year:

· Preparation of a curriculum vitae for student rotation packets

· Coordinating and managing students to receive their ACLS, HIPPA and other required trainings required prior to beginning clinical rotations

· Coordinating with students to ensure that their required immunizations are completed in accordance to the deadline (e.g. Flu shot, 2-step PPD, chest xray)

· Coordinating with Student Health to manage receipt of Certificate of Immunizations

· Coordinating with outside vendors to arrange U-tox screening, Mask fitting, and Background checks and to receive results within a timely manner

2. Directly responsible for

· Editing and disseminating the Clinical Year Handbook

· Organizing and assisting during the Orientation to the Clinical Year course including correspondence with outside lecturers as directed by the Director of Clinical Education on an as needed basis

· Organizes and administers the PACKRAT exam, which includes scheduling with the vendor, coordinating times with the Director of Clinical Education and relaying such information to the students. Once the exam is completed, collating the results and sending it to the Clinical Team for review

· Organizing and assisting during Callback week (every 5 weeks)

· Organizing, proctoring and assisting in administration of end-of-rotation exams and OSCEs, on campus and at distant sites as directed

· Tracking student progress to be able to submit Grade Change and Course Add/Drop forms to the Office of the Registrar

3. Serves as the Program liaison to clinical sites and preceptors under the direction of the Director of Clinical Education

· Enters Affiliation Agreements with current and new sites in files and in Exxat.

· Corresponding with preceptors regarding students and rotations on updates, required clearance documentation
• Preceptor and Clinical Site Management

· Regularly updates Clinical Sites and Preceptors in the ARC-PA Portal, with a final annual update prior to December 15

· Tracks and maintains an up-to-date preceptor board certification and licensure list, including renewal dates

· Manages Preceptor and/or Clinical Site payments under the direction of the Director of Clinical Operations

· Maintains up to date information in Exxat for clinical site, preceptor and contact personnel
• Coordinates and manages the collection and dissemination of :

· Student paperwork for clearance at clinical sites

· Preceptor gratitude/acknowledgment (CME letters/gifts)
• Maintains up to date student rotation instruction sheets based on the Clinical Year grid and provides such information to students along with appropriate clearance documentation
• Participate in the ongoing Self Study activities
• Initiates, organizes, manages and maintains student records throughout the clinical year and reviews them to make sure inclusion of Clinical Year program materials document that the student has satisfied all Program Completion requirements and maintaining ARC-PA standards

General Office Responsibilities:
• Performs general administrative tasks including but not limited to written and verbal correspondence, copying, keeping machinery operable, replacing the toner for the copy and fax machines and reception duties such as answering telephones, greeting visitors.
• Organizes, coordinates, schedules, arranges, and participates in conferences, retreats, faculty and committee meetings as directed.
• Attends assigned meetings, taking minutes and making them available in a timely fashion.
• Maintains strict confidentiality with regard to student and faculty records.
• Identifies space needs and reserves classrooms and conference rooms for the Program.
• Submits and follows-up on facilities and maintenance requests for the Program.
• Aids in organization of the White Coat Ceremony
• Represents the Program on the Commencement Committee.
• Assists with the organization, initiation, and execution of Interview Days for the program.
• Assists with the organization, and execution of various other events put on by the program such as Town Halls, Graduation Party, and others as directed.

Qualifications
• Professional communication skills; oral and written and basic math skills are required
• Bachelor’s recommended or the equivalent of five years experience in a related field.
• Excellent communication and interpersonal skills, with the ability to work with students, community and faculty.
• MS Word, Excel, Access, Internet, E-mail with the ability to learn new software as needed.
• Ability to maintain confidentiality

CORE COMPETENCIES: identify the behavior an employee is expected to demonstrate.
• Excellent organizational skills, including the ability to prioritize
• Excellent written and verbal communication skills
• Excellent interpersonal skills needed to work with students, community and faculty
• Ability to maintain confidentiality

EVALUATION FREQUENCY

Performance shall be evaluated on an annual basis by the Program Director with input from the Director of Clinical Education

Maximum Salary
USD $55,000.00/Yr.
Minimum Salary
USD $44,000.00/Yr.