Clinical Administrator

Clinical Administrator

Position Summary:   
The primary role of the Clinical Administrator is to develop and maintain the clinical relationships and agreements, to optimize the clinical experiences for nursing students through collaboration with our clinical partners, clinical and simulation faculty, the Dean/Director of Nursing (DON), and the health care community. The Clinical Administrator is responsible for ensuring that student files contain the current, required documentation related to the clinical experience. The Clinical Administrator is to create a schedule for each academic term for all students requiring clinical rotations, working collaboratively with the faculty, Dean/DON, and clinical partners.  This position reports to the Dean/DON. 

Essential Duties and Responsibilities: 

Specific duties include, but are not limited to the following:  

• With input from the Dean/DON/ADON, renew and create new clinical affiliation agreements and relationships; 

• Assure that all clinical contracts are complete, in the approved legal format, up-to-date, and appropriately filed.  This includes periodic review of expiration dates, placing contract copies on the designated server, maintaining the “master list” of clinical agreements (using a format such as Google Drive or Excel), and maintaining the “binder” containing printed copies at the campus.  

• Perform regular site visits to existing clinical sites and identify opportunities, and take appropriate action to enhance the efficiency and quality of the clinical relationships; 

• Prepare, send, and track verification documentation (e.g., attestation letters) each academic term for all clinical sites that require them. Prepare and organize documentation related to clinical requirements, sites, and agency requirements 

• Collaborates with clinical partners to schedule clinical rotations for each term, and to maintain current relationships for future clinical opportunities 

• At the direction of the Dean/DON, perform regular audits to ensure compliance with policies and accreditation standards relating to required clinical documentation for student and program files; 

• Maintain positive relationships with existing clinical partners, serving as the lead in relaying concerns or suggestions from the clinical sites to the Dean/DON; 

• Collaborate with clinical partners to develop the clinical schedules, assure reporting accuracies, and distribute schedules to students, faculty, and staff in a timely manner.  

• Finalize placement schedules at least one academic term in advance whenever possible; 

• Appropriately address scheduling issues related to students, faculty members, and/or staff during clinical rotations; 

• Communicate with students on a regular basis regarding clinical requirements such as facility assignments, hours, immunizations, etc.; 

• Coordinate computer training and/or other clinical site orientation; 
• Track and order printed materials related to student clinical experiences as needed; for example, clinical evaluation tools, etc.. 

• Notify the Dean/DON of any issues or concerns regarding the timely completion by faculty of student evaluations. 

• Locate new sites for clinical partnerships; 

• Coordinate clinical appreciation efforts; 

• Participate in regularly scheduled meetings with campus Administration, participate in faculty meetings, and attend the monthly Clinical Administrator Committee meetings; 

• Participate in preparing the annual budget for clinical needs. 

• Communicate with managers, students, clinical faculty, and clinical liaisons promptly, responding to phone calls and e-mails within 24 hours; 

• Participate in administrative and faculty-related activities, including campus committees as needed or requested; 

• Notify the Dean/DON of any ongoing issues related to faculty attendance that is observed and/ or reported at the clinical site;  

• In consultation with the Dean/DON, determine who will notify the clinical site if faculty will be late or absent. 

• Report to the Dean/DON if services provided or census at the site change, which may result in re-evaluating the appropriateness of the site for clinical rotation. 

• Perform additional duties as assigned by the Dean/DON. 

• Maintain regular and reliable attendance. 

 
Skills/Competencies/Qualifications: 

• Proficient in the use of Microsoft Office applications, especially Microsoft Excel. 

• Able to communicate effectively verbally, through writing, and through learning technologies such as computers and e-mail.  

• Detail-oriented with the ability to multitask in a dynamic and fast-paced environment. 

• Very strong organizational and time management skills. 

• Maintain confidentiality with respect to all business and student records. 

• Experience in successfully managing complex projects. 

• Able to pass an application verification, including a background check and drug screen. 

• Able to work effectively with clinical agencies, staff, faculty, and students as a member of a team. 

• Experience in marketing, sales, or public relations is preferred. 

• A Bachelor’s degree is required; preference for candidates with academic and/or professional work experience in a business, health care, or academic setting. 

• Possesses an unencumbered driver’s license.  

• Able to supply the Business Office with a copy of auto insurance.  

To perform the essential competencies and responsibilities of the position, the Clinical Administrator is frequently required to sit, bend kneel, reach, stand for long periods, walk, talk, hear, use hands and fingers to operate computers and/or audiovisual equipment. Because this position will involve local travel using the Clinical Administrator’s own vehicle; the Clinical Administrator must be able to safely operate a motor vehicle. Mileage to / from a clinical site will be reimbursed consistent with policies in the EA Employee handbook. 

Classification:  Exempt 

Work Hours:  Work hours are typically Monday-Friday with evening and weekend hours required on occasion.   

Travel:  This is a campus-based position with regular visits to clinical sites required.    

Working Environment:  Interior/Office