Administrative Assistant for Clinical Education

The Administrative Assistant for Clinical Education supports the Director of Clinical Education (DCE) in the efficient functioning, administrative organization, and continual improvement of the clinical education program. This position is housed within the Department of Physical Therapy at Touro University’s School of Health Sciences, and as such, this position will have some administrative duties related to the general functioning of the Doctor of Physical Therapy (DPT) program as directed by the Director and Chair of the DPT Program. In addition, the position will require regular communication and collaboration with our clinical education counterparts on the Long Island Campus.

Responsibilities include but are not limited to:

• Maintains a current database of clinics with whom the program has contracts with including information related to: Contract information and effective dates, Clinical site details, and Clinical instructor information.
• Identifies expiring contracts and collaborates with clinical site personnel and Touro staff to ensure timely renewals. .
• Oversees the process of establishing new contracts with clinical sites.
• Corresponds with clinics regarding all aspects of student clinicals from requesting and confirming availability, to scheduling clinical experiences, and preparing and sending all necessary paperwork ("packets") in a timely manner.
• Prepares Appreciation Awards and CEU certificates and mails to clinical sites.
• Corresponds with students via email, phone, or in person, as directed by the DCE, for all matters related to Clinical Education.
• Collects all student forms and maintains current file for each student.
• Organizes students clinical assignments within the database and maintains a record of all past clinical experiences.
• Provides support to students as they navigate the clinical education process to ensure they are meeting deadlines and completing requirements.
• Coordinates Clinic site visit appointments and distributes clinic information to faculty assigned to each site.
• Ensures that clinical instructors and students complete and submit their Clinical Performance Instruments (CPIs) in a timely manner, follows up with those who did not submit.
• Coordinates the annual Clinical Education course (CCIP) and Clinical Education advisory meeting.
• Prepares clinical education data report for the Annual Accreditation Report (AAR).
• Gathers, enters and reports any relevant data related to clinical education as deemed necessary by the Department Director, Chair and DCE.
• Prepares handouts for and assists the DCE with tasks related to student clinical education seminars and professional development courses.
• Updates the Clinical Education manual yearly/regularly and on an as needed basis as directed by the DCE.
• Assists and supports the DCE with all tasks related to clinical education as needed.
• Assists with all events within the DPT Program such as ordering food, reserving and setting up rooms, and coordinating any IT needs.
• Proctors student examinations.
• Utilizes the online system for purchasing equipment, food, or promotional materials.
• Attends all scheduled meetings with the Long Island Clinical Education team.
• Communicates with the Long Island Clinical education team via email, phone, and Zoom as needed to meet the goals of the clinical education department.

Education/Experience

• Prior administrative experience required.
• Minimum of Associates Degree required.

Knowledge/Skills/Abilities

• Demonstrated ability to develop positive and cooperative relationships with students, faculty, and colleagues required.
• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook required.
• Strong organizational skills including: Ability to multi-task, excellent time management, attention to detail, and workflow optimization.
• Ability to develop proficiency in clinical education placement management software (EXXAT).
• Excellent interpersonal and communication skills both oral and written.
• Ability to maintain a positive working relationship with the DCE.
• Takes initiative to assist when needed and fosters a cooperative work environment by maintaining open lines of communication.

Travel

• Travel to Long Island campus or graduation ceremony may be required once or twice a year

Physical Demands

• Able to lift 5 lbs.