Clinical and Academic Support Specialist

  • University of the Pacific
  • Stockton, CA, USA
  • Jun 11, 2024
Full time Other Administrative Positions

Job Description


Clinical and Academic Support Specialist

Primary Purpose:
Under the general direction of the Sr. Program Manager and Clinical Director, this position is responsible for supporting the Department of Physician Assistant Education's programmatic needs by coordinating clinical and didactic operations as part of the academic team. This position serves as the primary point of contact for the program's clinical operations, assisting and maintaining correspondence with students and clinical site affiliates to the Program.

Essential Functions:
  • Effectively process student clearances for clinical rotation placements independently and/or in coordination with the Clinical Director or Coordinator.
  • Communicate/coordinate student rotation placements with clinical sites and students. Routinely report on clearance progress to the clinical team.
  • Assist with monitoring student compliance with clearance requirements.
  • Maintain student and program records, ensuring the security and privacy of all confidential records and compliance with policies and regulations, including but not limited to the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA) requirements.
  • Track and report on clinical preceptor licensure and insurance requirements.
  • Maintain student, site, preceptor, and administrative files for the clinical year.
  • Participate in Clinical committee meetings. Assist other committees as needed.
  • Maintain the database used for student scheduling at clinical sites and ensure accurate placement information.
  • Responsible for processing PA Program clinical affiliation agreements and inputting all related demographic data in the database. Track and report clinical site affiliation agreement statuses and facilitate the renewal process timely.

Academic Support Responsibilities:
  • Independently and/or in coordination with the clinical faculty, monitor student assignment completion, evaluate student performance, and assist with grade reporting.
  • Assist with exam database maintenance to ensure question validity and accuracy. Assists with exam question mapping and categorization.
  • Assist with student assessment monitoring as required.
  • Resolve routine and complex problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment; recognize and improve administrative and operational processes as needed.
  • Coordinate with other staff to ensure budgetary requirements and preceptor payment processing.
  • Assist the Clinical Director, Program Director, and Senior Program Manager with projects as assigned.
  • Data collection and support for Grants.
  • Assists with admissions process as requested,
  • Performs other duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
  • Bachelor’s Degree (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework).
  • Two (2) years of related experience providing administrative support.

Preferred Qualifications:
  • Master’s Degree.
  • Intermediate skills in MS Office suite, including Outlook, Work, Excel, and PowerPoint.
  • Excellent oral and written communication skills. Strong interpersonal skills are crucial, as this position regularly interacts with both the campus community and the public.
  • Two (2) years of related experience in higher education.
  • Advanced skills in MS Office suite, experience using databases and advanced experience in internet navigation and research. Ability to adapt to emerging technology.
  • Excellent communication and interpersonal skills are crucial, including clear, effective and tactful communication with individuals of varying ages and cultural backgrounds and perspectives.
  • Solid English composition skills are necessary, as well as the ability to create, compose and edit written/typed materials (e.g. reports, emails, narrative, charts/graphs).
  • Strong organizational skills and the ability to work under pressure with frequent interruptions.
  • Must assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate a variety of activities, correctly interpret directions, establish priorities, and work well under tight deadlines is crucial.
  • Experience working in a Physician Assistant program or similar professional education program strongly desired.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:
Work performed during standard business hours.

Hiring Range: $22.03 - $29.15 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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