Job Details

Clinical Relations Coordinator
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Position Number: 5161562
Location: Pomona, CA
Position Type: Secretary and Administrative Assistants

Clinical Relations Coordinator

Posting Number: S01455
Position Status: Full time
Campus: Western University Campus-Pomona, CA
Department: 1701-College of Veterinary Medicine

Function: College of Veterinary Medicine
Family: Administrative Support
Classification Series Title: Coordinator

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $20.00
Maximum $24.56

Expected Pay Scale
Minimum: $20.00
Maximum: $24.56

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.

Preferred Qualifications

Posting Date: 04/05/2024
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties

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 colleges 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 colleges 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.