PT Administrative Specialist - Clinical Support

The mission of Goodwin University is to educate a diverse student population in a dynamic environment that aligns education, commerce, and community. Our innovative programs of study prepare students for professional careers while promoting lifelong learning and civic responsibility. As a nurturing university community, we challenge students, faculty, staff, and administration to fully realize their highest academic, professional, and personal potential.

Position Description Summary/Purpose:

The Part-Time Administrative Specialist– Clinical Support provides administrative and operational support to the Clinical Coordinator to facilitate the effective management of clinical placements and practice experiences. This position focuses on scheduling coordination, database management, documentation processing, communication support, and general clerical duties related to clinical operations. The role does not secure placements independently but supports the coordination process to ensure timely and accurate completion of clinical requirements. This position requires frequent travel to clinical sites throughout CT.

Essential Job Functions/Primary Responsibilities:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Administrative & Database Support

• Maintain and update the clinical site database (e.g., Exxat or related systems)
• Enter, track, and audit student placement data for accuracy
• Maintain and track clinical hours for all students; assist in tracking didactic hours as needed
• Train faculty on clinical tracking systems and ensure databases and required paperwork are up-to-date
• Generate reports related to clinical placements as requested
• Maintain electronic and physical records in accordance with institutional policies
• Assist with monitoring clinical deadlines and tracking required documentation.

Student & Faculty Communication Support

• Send deadline reminders and standardized communications to students and faculty as directed by Clinical Coordinator or Program Director
• Assist in communicating clinical placement details to students and faculty as directed by the Clinical Coordinator
• Draft routine correspondence to clinical agencies and preceptors
• Support communication regarding changes in clinical schedules when directed.

Documentation & Onboarding Support

• Assist students and faculty with onboarding documentation for clinical rotations
• Track receipt of required student onboarding materials (i.e. CPR certificates, vaccinations, etc.) and follow up as needed
• Prepare forms and documents used in communication with agencies and preceptors
• Support compliance documentation preparation under coordinator direction.

Operational & Cross-Training Support

• Provide administrative support for clinical placement meetings and events
• Cross-train with other Administrative Assistant team members to provide backup support as needed; such as assisting in tracking didactic/classroom hours
• Perform additional administrative tasks as assigned by the Clinical Coordinator or Program Director.

Other Functions: 

• Performs similar or related work as required, directed or as situation permits
• Continues professional development and training; keeps current with trends
• Assists other department staff as needed to promote a team effort.

Knowledge, Ability and Skill:

• Demonstrated commitment to promote diversity, equity, and inclusion, and work in an environment in which all members of the University community are treated with respect and dignity
• Computer- Word and Excel skills
• Organizational skills
• Self-motivated; ability to function independently
• Effective communication skills
• Time management skills
• Ability to handle confidential information with discretion
• Strong data entry accuracy and recordkeeping skills
• Ability to work collaboratively with students, faculty, and clinical partners
• Primarily office-based with extended periods of computer work
• Occasional interaction with students, faculty, and external clinical partners.

Minimum Required Qualifications:

Education, Training and Experience:

• High School graduate
• Customer service skills and related work experience is preferred

Preferred Requirements:

• Experience in higher education or healthcare settings
• Experience working with clinical tracking systems
• Experience supporting compliance or documentation processes

Special Requirements:

• Valid Driver License & Insured Vehicle
• Travel to clinical sites will be expected

Physical and Mental Requirements: 

Vision requirements: (Especially relevant if driving is required by the job)

_X_         Close vision (i.e. clear vision at 20 inches or less)

___         Distance vision (i.e. clear vision at 20 feet or more)

___         Color vision (i.e. ability to identify and distinguish colors)

___         Peripheral vision (i.e. ability to observe an area that can be seen up and down or

               left and right while the eyes are fixed on a given point)

___         Depth perception (i.e. three-dimensional vision, ability to judge distances and

               spatial relationships)

___         No special vision requirements

(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)