Job Description

Position Information

Position Title Clinical Administrative Assistant Position Type Regular Job Number SA97624 Full or Part Time full-time 40 hours weekly Fair Labor Standard Act Classification Non-Exempt Anticipated Pay Range $24.00 - $25.24 Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The Clinical Administrative Assistant serves as the administrative support to the Adult Learning Lab (ALL) and to the Director of Clinical Education (DCE) in the Communication Sciences and Disorders department. The Assistant provides day-to-day operational support and is the first point-of-contact for students, clients, visitors, and community members of the ALL, and responds to phone calls, email correspondences, and walk-ins for the ALL. Clinical assistance includes the coordination of schedules, the intake and out-take of students and clients/patients, and the ordering and organization of supplies and equipment for the ALL. In support of the DCE, the Assistant will coordinate and track student compliance documents and client/patient records and outcomes for the graduate program and assist with clinical rotation schedules. The Assistant will work with the ALL Director and the DCE to schedule interprofessional education experiences with MFT and DPT. Other duties as assigned.

Responsibilities

Administrative Support to the Adult Learning Lab (ALL):

• Maintain the Learning Lab reception area and provide front desk support, including greeting visitors and answering phones.
• Serve as the primary point of contact for students, faculty, clients, and visitors, ensuring a positive clinic experience.
• Manage room scheduling, appointment coordination, and daily operational needs of the Learning Lab.
• Monitor voicemails and emails each morning and communicate cancellations or schedule changes to clinicians and supervisors.
• Oversee intake and out take processes, ensuring accurate, confidential handling of patient information and records.
• Coordinate client access needs such as parking permits, maps, and general campus navigation.
• Track and reconcile trainee hours and prepare monthly reports for departmental leadership and students.
• Compile data from satisfaction surveys, outcomes studies, and evaluations for reporting and analysis.
• Support student hiring, orientation, training, scheduling, and maintenance of clinic network drives and distribution lists.
• Manage supplies, inventory, equipment utilization, and assist with emergency protocols as needed.

Order, maintain, and dispose of supplies and equipment of the Adult Learning Lab:

• Record, maintain and notify ordering of clinical assessments and treatment materials for the Lab
• Oversee utilization/maintenance/repair of equipment and order supplies and office equipment.
• Tag and monitor the condition of Lab equipment and technology
• Facilitate the organization and cleanliness of the storage room supplies and materials.
• Dispose of obsolete equipment in accordance with university environmental health and safety measures

Track and update student and client/patient records of the Learning Lab for compliance and administration:

• Work with the ALL Director and student workers to prepare files for former and new participants at the beginning of each trimester
• Track client/patient appointment records, progress, and outcomes through the electronic medical record system
• Coordinate disposal of client files in accordance with clinic guidelines and strict confidentiality requirements
• Assist the ALL Director with paperwork and data audits of client files
• Support the Director of Clinical Education (DCE)
• Assist the DCE to assign clinical rotations for CSD graduate students.
• Assist with communication among students, clinical supervisors, and externship sites.
• Maintaining clinical placement records and externship tracking.
• Preparing and distributing student placement and onboarding materials.
• Assist with clinical placement logistics and scheduling.
• Assist with affiliation agreement tracking and site records.
• Coordinating meetings and communications related to clinical education activities, as needed.
• Assist with the review and tracking of student clinical progress and placement eligibility.
• Support recruitment and development of new clinical placement sites by communicating with prospective clinical partners.

Track and update student, supervisor and site records in the clinical management system for the graduate program:

• Collect and track required student documents that are required for clinical practicum placements, e.g., Certificate of clearance, vaccinations
• Verify that students and faculty have been trained on HIPAA & FERPA compliance
• Assist tracking of student compliance with university, clinical site, and accreditation requirements, including medical clearances, certifications, and required documentation.
• Serve as a point of contact for supervisors/sites in case of technical difficulties or access issues, and help resolve these issues.
• Maintain student, supervisor, and site records in the clinical management system.
• Assist with monitoring completion of student and supervisor evaluations and other required documentation.
• Assist with the clinical management system account setup and basic user support, as needed.

Event support, special projects and other administrative duties:

• Coordinate event logistics including promotional materials, AV equipment, catering, room arrangements, calendaring, etc.
• Assist with admission and recruitment events, graduation events, and new student orientation
• Assist with correspondences, coordinate meetings, prepare reports, and assist with special projects or initiatives, as neede
• Work with ALL Director and the DCE to schedule interprofessional education experiences with MFT and DPT

Required Qualifications

• A minimum of two years related experience in providing administrative support to professional staff.
• Strong oral communication skills. Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Working knowledge of Calipso, Campus Solutions, PeopleSoft, Blackboard, and 25Live.
• Arithmetic and calculation skills to prepare financial forms.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet and electronic mail software, cloud services, including Microsoft Office Suite and Adobe Acrobat
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.
• Strong commitment to service.
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.

Desired Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities.
• Use of patient or electronic medical record software, such as Clinic Note.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References 2 Maximum Number of References 3