Rotations Coordinator II

  • Western University of Health Sciences
  • Pomona, CA, USA
  • Jan 24, 2023
Full time

Job Description

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Rotations Coordinator II

Posting Number: S01236
Position Status: Full time
Campus:
Department: 1701-College of Veterinary Medicine

Function: College of Veterinary Medicine
Family: Academic Support Services
Classification Series Title: Rotations Coordinator

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Minimum: $17.00
Maximum $30.42

Job Summary
Provides support to the Office of Year 4 Curriculum, College of Veterinary Medicine. Responsible for booking travel and lodging arrangements, scheduling and coordinating clinical rotations, and serving as a liaison between the sites, preceptors and students. Maintaining files and records; handling time-sensitive and confidential information; and other duties as assigned. This position provides clerical support for the Director of Year 4 Curriculum, designated University and college committees, and designated college faculty in the delivery of the professional veterinary medical curriculum. The individual must exercise confidentially, good judgment, initiative, tact and diplomacy in handling issues that reflect on the students, staff, the college, the University, and the preceptors of the college.

Position reports to the Director of Year 4 Curriculum.

Knowledge, Skills and Abilities
Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. Necessary knowledge, skills, and attitudes include the following.
1. Strong verbal and non-verbal communication skills (e.g., written and verbal English, active listening, engaging and responsive communication).
2. Effective interpersonal skills including effectively interact with administration, faculty, staff, students, and other external contacts.
3. Energetic, demonstrates initiative, and motivation and enjoys working in a team atmosphere. Ability to work independently without direction. Able to works well under pressure.
4. Effective multitasking skills, allowing the organization and management of concurrent projects.
5. Excellent computer skills in MS Word, MS Excel, MS Outlook, and MS Teams.
6. Proficient in, or possess the skills to learn, Adobe Acrobat Professional, SharePoint, eValue, ExamSoft, Banner, and similar software packages.
7. Excellent skills in using various office equipment and machines.
8. Provide proactive completion and improvement of all office tasks.

Required Qualifications
Education: Minimum AA degree and/or combination of education, training or experience that provides the required knowledge, skills, and abilities to perform this job in a satisfactory manner as a substitute for minimum education.
Experience: Minimum 2 years of administrative experience



Preferred Qualifications


Posting Date: 01/20/2023
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants


Essential Job Duties
Essential Job Duties



Job Duties
1. Administrative Support:
a. Support the Director of Year 4 Curriculum in generating and maintaining Year 4 Curriculum files (e.g., student files, accreditation required files, personnel files, policy and procedure, etc.), in electronic format, hard copy, and electronic databases.

b. Support in managing the Director of Year 4 calendar, travel schedule, and credit card reconciliation/reimbursement

c. Support assigned faculty committees by setting meetings, creating and formatting agendas, taking meeting minutes and notes, publishing them in a professional and accurate format, and other committee tasks as assigned by the committee chair (e.g., member elections, chair elections, document distribution, meeting coordination).

d. Will support Year 4 course (currently 48 courses)

e. Provide administrative and clerical support for select faculty (e.g., copying, collating, filing) and general support for college level activities (e.g., Open House, Honors Day, Convocation, White Coat, Commencement, Orientation Week, Career Fair, May On-Campus Week.).


Percentage Of Time
30

Job Duties
2. Rotation scheduling:
a. Secure preceptor availability. Assign and coordinate rotation scheduling for fourth year students

b. Provide Rotation Leaders an annual rotation schedule for their courses


Percentage Of Time
30

Job Duties
3. Communication:
a. Notify students of confirmed rotations; provide students with all information necessary to commence and complete the rotation, including: the location, nature of rotation, schedule, and application/orientation procedures.

b. Work in a collaborative manner with students, faculty, preceptors, and rotation sites to coordinate adjustments, additions, deletions, and modifications to rotations schedules.

c. Provide prompt feedback to administration in reporting problems and successes at rotation sites based on student feedback and scheduling.

d. Serve as a liaison between faculty, preceptors, and students on a range of academic, administrative and/or personal issues as required.

e. Provide students with guidance regarding clinical education policies and procedures; ensure student compliance.

f. Assist staff and faculty with urgent issues, including student excusals and correspondence that is of an emergent nature.


Percentage Of Time
15

Job Duties
4. Database Management:
a. Maintain accurate and organized rotation records for students, preceptors, and rotation sites in a confidential manner, ensuring that ethical and legal guidelines are maintained.

b. Assist with data entry support for course leaders and instructors; upload/edit course syllabus, manage course gradebook, create/manage learning events on Elantra

c. Process and manage the procedures associated with honorarium payments for fourth year rotations by ensuring completed preceptor evaluations and generating preceptor/site invoices

d. Maintain proficiency with the software required to maintain all activities required for the preparation, delivery, monitoring, and documenting of the fourth-year curriculum.



Percentage Of Time
20

Job Duties
5. Other duties as assigned:
a. The above description is intended to provide a summary of the typical functions of the position and is not intended to be an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties of the position. As such the responsibilities, tasks, and duties might differ from those outlined and other duties, as assigned, might be included.


Percentage Of Time
5

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties of the Administrative Associate are normally performed in a typical office setting. The noise level in this setting is usually moderate due to various office machines and light office traffic.



To apply, visit https://jobs.westernu.edu/postings/25282






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