Clinical Administrative Coordinator - School of Medicine

This is a part-time position at 17.5 hours per week. This role is hybrid with the expectation of 1 in-office and 2 remote days a week, subject to program needs.

Reporting to the Program Manager and under the supervision of the Program Director, this Clinical Administrative Coordinator position is responsible for providing technical and administrative support for clinical year operations of the Tufts Physician Assistant Program. The Physician Assistant Program is a Master of Medical Science degree-granting program, is 25 months in length, and is located in Chinatown on the School of Medicine campus. Students spend 12 months in didactic classroom-based education and 12 months in clinical rotations with affiliated medical practices. The responsibilities of this role include- but are not limited to-rotation scheduling, exam scheduling and proctoring, survey evaluation tracking and analysis, room and recording scheduling, preceptor payments, preceptor faculty appointments, website updates, student and preceptor file management, and data visualization for reporting purposes.

Essential Functions:

• Assist with scheduling rotations on Excel and making as-needed schedule changes in Oasis
• Schedule monthly End of Rotation Exams in PAEA and proctor 11 in-person 8am exams annually
• Create guest lecturer evaluations in Qualtrics to track quantitative data and analyze qualitative data in excel
• Extract rotation and preceptor data from Oasis to track quantitative data and analyze qualitative data in Excel
• Reserve rooms and schedule Echo360 recording on Canvas for clinical courses
• Process preceptor payments through electronic check voucher system
• Process preceptor faculty appointments in Interfolio
• Make updates to clinical website on WordPress
• Manage Word and PDF student and preceptor files in Box and Excel
• Create data visualization in Excel and Word
• Communicate via email and phone with stakeholders such as medical practices and preceptors

This position requires strong technical skills in Excel, Qualtrics, and WordPress, and applicants should be willing to learn other technical platforms as needed. This position is evolving, and applicants should be flexible in meeting the changing needs of the clinical year. Applicants must be task-oriented, able to meet deadlines, and possess good communication and critical thinking skills.

Basic Requirements:

Knowledge and experience as typically acquired through:

• A High School degree and 4+ years of administrative service or a Bachelor's degree and 2+ years of administrative service
• Advanced Excel skills
• Intermediate-to-advanced computer skills (Outlook, Qualtrics, WordPress, Tableau)
• Excellent attention to detail
• Excellent organizational skills
• Excellent communication skills
• Excellent adaptability to accommodate the needs of the program

Special Work Schedule Requirements:

• Part-time position at 17.5 hours per week
• Hybrid with the expectation of 1 in-office and 2 remote days a week, subject to program needs; the workdays are Monday, Wednesday and Friday
• Must be available for "call-back days". This requires 8:00am exam proctoring that occurs 11 times per year; schedule is known in advance.