Clinical Affairs Coordinator (CUSOM)

Position: Clinical Affairs Coordinator (CUSOM) Department: Jerry M. Wallace School of Osteopathic Medicine Status: Full Time Position Summary: The Clinical Affairs Coordinator at Campbell University Jerry M. Wallace School of Osteopathic Medicine (CUSOM) will assist the Associate Dean of Clinical Affairs, Director of Clinical Affairs, and Assistant Director of Clinical Affairs in the daily operation of the office. This position is responsible for the coordination of all aspects of academics, clinical rotations, and related areas under the direction of the Associate Dean and will serve as the liaison between the Office of Clinical Affairs and all other offices and constituencies of the University. CUSOM is proud of its culture of respect for others and family approach. As such, the Administrative Coordinator must develop consciousness regarding the principles of equality, respect, and individual and collective responsibility. Essential Duties and Responsibilities: Administrative Support: * Provides administrative support for the Office of Clinical Affairs to include the Associate Dean for Clinical Affairs, Clinical Chairs, and Director and Assistant Director of Clinical Affairs. * Maintains all relevant information and documents, creates reports, and performs daily administrative tasks, such as answering the phone, coordinating meetings, preparing letters and other communications, and completing any other activities, which may arise to ensure successful operation of the academic programs of CUSOM. * Maintains the calendar and schedule of the Associate Dean and Clinical Chairs. * Schedules student advising sessions with the Associate Dean and Clinical Chairs. * Serves as a key contact for the Associate Deans' Office and Clinical Chairs. * Gathers student documents and secures stored items for Clinical Chairs to complete Letters of Recommendation. * Conducts research and compiles and types required reports, including monthly reports. * Coordinates and arranges meetings, prepares agendas, and records and transcribes minutes. Serve as staff support on selected committees as appointed. * Coordinates travel plans for the Associate Dean and Clinical Chairs. Processes travel reimbursements as needed. * Receives all travel vouchers and reimbursements for the Office of Clinical Affairs and Clinical Chairs; reviews and submits to the Associate Dean. * Reconciles monthly credit card charges for the Associate Dean of Clinical Affairs and submits those to Office of the Dean. * Reviews immunization records of students and monitors any expiring immunizations in CUSOM's student credentialing software suite for all medical students. * Coordinates with the Student Health Center the administration of immunizations as needed for student rotations. * Ensure student compliance with required immunizations and certifications (e.g., BLS, ACLS, OSHA, and HIPAA). * Work with, and assist as appropriate, other CUSOM departments: Student Affairs; Admissions; Financial Aid; Registrar; Medical Education; and the Dean's staff. * Maintains records and required files; to include clinical faculty vacation and CME schedules and allowances. * Compose and type correspondence. * Reads, routes, and prepares outgoing mail. * Orders and maintains office supplies within budget requirements; prepares invoices for prompt payment. * Serves as an ambassador for CUSOM. * Obtains and maintains literacy in topics related to osteopathic medical education. * Maintains a professional appearance and demeanor at all times. * Upholds and abides by Campbell University policies and procedures, including, but not limited to: Title IX, HIPAA, and FERPA guidelines. * Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. Department Responsibilities: * Proctors Call Back Friday COMAT and COMSAE qualifying exams for all returning students, including those with testing accommodations, for third- and fourth-year medical students. * Tracks completion of required Clinical Modules for third- and fourth-year medical students. * Assists, when needed, with tracking medical student packets and student files to ensure all required documentation for clinical rotations is collected and current for each student; this includes immunizations, insurance, and BLS/ACLS certification. Must be able to effectively communicate with students regarding such requirements. * Records minutes for various departmental meetings and distributes them appropriately. * Requests information from Clinical Chairs for their monthly report. Compiles information received from the Clinical Chairs and sends the information to the Office of the Dean for monthly reporting. * Assists, when needed, with the execution of Affiliation Agreements at clinical rotation sites. * Provides support and serves as a point of contact for Clinical Administrative Assistant support staff. Special Projects and Event Planning: * Assists with special events and workshops to include Commencement, White Coat Ceremony, Residency Match Day, Residency Fair, student interview preparation, Accepted Students Day, and various faculty and staff workshops. * Assists with special projects and provides the materials needed to and for other departments; including documentation and site visits associated with the accreditation process. * Schedules and help coordinate annual site visits for Clinical Affairs and Clinical Chairs with each of the CUSOM regional clinical campuses. * Track due dates of special projects to ensure timely responses and completion. Departmental Accounting Responsibilities: * Assists with the preparation and submission of department requisitions for necessary supplies, vendors, and services. * Requests quotes on products and provides price comparisons for supplies. * Assists in maintaining accurate budget totals per individual budget code for department, via spreadsheet. * Tracks and maintains accurate Clinical Faculty and Clinical Chairs annual budgeted allowances/expenditures, including travel, dues, memberships, etc. * Processes and submits to CUSOM Business Manager Travel Expense Voucher for Clinical Faculty and Clinical Chairs travel, tracking all registration, dues, meals, transportation, and lodging costs, retaining all receipts. * Processes and submits to CUSOM Business Manager Clinical Faculty reimbursement requests. Education/Experience: * Associate degree and/or the equivalent in education and experience is required, bachelor's degree desired. * Two or more years' experience as administrative support; comprehensive computer knowledge and skills; proficiency in Microsoft Word, Excel and PowerPoint. * Experience in a higher education or non-profit sector is also preferred. Knowledge, Skills, and Abilities: * Ability to communicate effectively with all groups through both oral and written channels. * Ability to respond calmly and appropriately in emotional situations. * Ability to listen and communicate in a positive manner. * Must be proficient in word processing and computer usage. * Ability to collaborate and interact with health care professionals. * Ability to organize, direct, and prioritize work appropriately. * Ability to manage time well and work under stressful conditions with an even temperament. * Knowledge of Microsoft Word, Outlook, Excel, PowerPoint, and the internet. * Ability to maintain confidentiality. * The ability to demonstrate tact, courtesy, and discretion in dealing with faculty, staff, students, high-level university officials, and the public. * Ability to work independently as well as function effectively in a team and within a diverse group of people. * Ability to exercise independent judgments in complex and new situations. * Ability to manage multiple, concurrent projects and meet strict deadlines. * Broad knowledge of Campbell University policies and procedures.

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