Clinic Project Coordinator & Trainer (3422)

Purpose

The Clinic Project Coordinator and Trainer provide comprehensive administrative coordination, operational support, and system-wide training within the Life University Clinic System. This role serves as a key liaison among students, faculty, staff, clinic leadership, IT, and external partners while ensuring efficient clinic operations, high-quality training, and an exceptional student and patient experience.

Essential Job Functions

Administrative & Operational Support

• Open C-HOP daily and ensure adequate staffing coverage across all stations.
• Oversee administrative functions for Clinic System Directors.
• Maintain faculty onboarding documentation and process faculty overtime timesheets.
• Track staff attendance using the habit tracker.
• Order, monitor, and maintain clinic supply inventory.
• Process clinic system invoices and maintenance requests.
• Coordinate clinic system events using 25Live.
• Assist with the preparation of clinic reports and other administrative or clerical tasks as needed.
• Process and manage clinic system records, ensuring HIPAA compliance and confidentiality.

Meetings, Committees & Liaison Responsibilities

• Attend Life Leadership Weekend and New Student Orientation as a representative of the Clinic System.
• Serve as liaison for the Student Council Clinic Committee (SCCC) and student representatives.
• Attend Clinic Council Committee meetings, take and distribute official meeting minutes, and maintain secure records.
• Serve as liaison between the Clinic System, NextGen (EHR), and Life University IT.

Training & Systems Support

• Facilitate clinic system training for students, faculty, and staff.
• Stay current with clinic workflows, policies, and procedures.
• Crosstrain and maintain proficiency at all front-facing and support stations within the clinic system.
• Maintain working knowledge of the NextGen Electronic Health Record system. 
• Perform daily operations in accordance with Quality Assurance (QA) standards to maintain compliance, safety, and service excellence.

Patient, Student & Faculty Engagement

• Serve as a welcoming and knowledgeable first point of contact for patients and visitors.
• Provide accurate information regarding clinic services, policies, and procedures.
• Coordinate patient records across clinic departments in compliance with HIPAA regulations.
• Interact professionally and courteously with student interns, clinicians, faculty, staff, patients, and visitors.

Programs & Special Initiatives

• Oversee the Clinic Excellence Award (CEA) process.
• Participate in special projects and continuous improvement initiatives.
• Perform additional duties and responsibilities as assigned. 
•  Perform additional duties and responsibilities as assigned.
• Demonstrate strong student and patient centered service.
• Anticipate and respond to the needs of students, patients, and other stakeholders.
• Contribute actively to a culture of collaboration, positivity, and teamwork.
• Deliver work products that reflect positively on the Clinic System and the University.
• Exhibit professionalism, cultural awareness, inclusivity, and respect for diverse populations.

Additional Duties And Responsibilities

• Exhibit strong student- and patient-centeredness.
• Anticipate, listen to, understand, and respond to the needs of patients, students, and other stakeholders.
• Perform special projects.
• Be an active participant in a culture of positivity, collaboration, and teamwork within the clinic system.
• Deliver work products and services in a manner that reflects positively on the clinic and the University.
• Treat all others with respect; demonstrate cultural awareness, inclusivity, and professionalism with diverse populations.
   

• Associate’s degree, or a combination of High School/Equivalency.
• At least two (2) years of experience in a clinical setting and business office.
• Experience with Microsoft Office Suite.
• Experience with electronic health records (EHR) software.
• Excellent customer service skills.
• Demonstrated ability to maintain focus, exercise good judgment, take initiative, and work autonomously.

Preferred Qualifications

• Five (5) years of experience in a clinical setting.
• Experience with electronic health records.
• Proficient knowledge of Microsoft Office Suite.

Physical Demands

• Ability to operate standard office equipment.
• Ability to communicate and exchange information; collect, compile, compare, and prepare work documents; set up and maintain work files.
• The majority of time is spent interacting with students and patients and working at a computer monitor to identify and update information and perform data entry.
• Ability to lift up to 25 lbs., including retrieving and placing materials on high and floor-level shelves.
• Ability to perform activities including standing, walking, carrying, grasping, hearing, seeing, sitting, kneeling, climbing, balancing, stooping, crouching, and reaching.

 
Working Conditions

Work is performed in a general clinical environment.