Clinical Education Records Administrator

About the University

The University of St. Augustine for Health Sciences is dedicated to preparing healthcare professionals through innovative, personalized, and quality education delivered via classroom, clinical, and distance learning formats.

Position Summary

The Clinical Education Records Administrator is tasked with creating, updating, and managing various databases and program information related to clinical education across the University's curricula. This includes managing Fieldwork Data (FWD) for Occupational Therapy (OT), Student Evaluation of Fieldwork Experience (SEFWE) forms for OT, Clinical Experience Request Forms (CERF) across all programs, Clinical Site Information Forms (CSIF) for Physical Therapy (PT), Clinical Performance Instrument (CPI) forms for PT, and overseeing the clinical placement databases for all programs. Additionally, this role administers the Educational Support Plan for Clinical Affiliate Sites, Clinical Instructors, and Fieldwork Supervisors hosting students during clinical rotations.

This is an on-site position on the St. Augustine campus, with a hybrid schedule requiring at least three days per week on campus.

Key Responsibilities

• Track and ensure compliance of clinical education pre-admission requirements.
• Maintain files for clinical education sites and update student portal information based on feedback from clinical affiliates, including surveys and evaluations.
• Ensure clinical site compliance for all affiliated facilities.
• Guarantee accuracy of data related to clinical experiences, including student, site, and instructor details.
• Manage Clinical Performance Instrument data through CPI WEB to support student evaluations and accreditation reporting.
• Coordinate updates and generate lists to aid students, faculty, and staff in timely clinical placements.
• Manage the student-clinical placement database, recording confirmations, declines, and cancellations.
• Monitor and document the supervision hours provided by clinical sites to students.
• Issue certificates and vouchers to clinical instructors as part of the Educational Support Plan.
• Compile and distribute routine departmental reports and collaborate with other departments to prepare monthly activity reports aligned with accreditation standards.
• Represent the University in meetings and conference calls.
• Assist with other departmental projects and initiatives as needed.

Additional Responsibilities

The position may involve additional tasks as assigned by management to support organizational needs.

Reporting Structure

Reports directly to the Manager, Clinical Education Central Functions. No supervisory responsibilities.

Required Qualifications and Skills

• High school diploma required; bachelor's degree in healthcare, administration, or management preferred.
• Between 1 to 2 years of related work experience; experience within an academic setting is a plus but not mandatory.
• Strong accuracy and organizational skills to manage multiple tasks under tight deadlines.
• Excellent interpersonal and communication skills, both verbal and written.
• Capacity to collaborate effectively within a team and liaise productively with colleagues, faculty, students, and external partners.
• Experience with data entry, document management, and considerable attention to detail.
• Ability to track and manage multiple sets of data in a high-demand environment.
• Maintain confidentiality of sensitive information.
• Patience and a positive demeanor to foster a supportive learning atmosphere.
• Familiarity with Salesforce and EXXAT platforms is highly desirable.
• Understanding of medical terminology is also strongly preferred.
• Proficient with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and Adobe tools.

Business Competencies

• Collaboration: Effectively building partnerships and working cooperatively towards common goals.
• Resilience: Demonstrating the ability to recover from challenges and setbacks with determination.
• Trustworthiness: Earning trust through integrity, honesty, and authenticity.
• Results Orientation: Consistently delivering outcomes even in difficult situations.
• Innovation: Developing creative and improved methods to support organizational success.
• Customer Focus: Establishing strong relationships and providing customer-centered solutions.

Work Environment and Physical Demands

The role requires meeting the physical demands necessary to perform essential job functions, with reasonable accommodations available for individuals with disabilities.