Clinical Operations Manager

Position Title:

Clinical Operations Manager

Department/School:

School of Science

Salary/Pay Rate:

$60,000 - $70,000

Job Summary:

Marist University Physician Assistant Program is seeking a highly motivated, energetic candidate with experience in healthcare to manage the program's clinical operations. The candidate would join a team of hardworking individuals, committed to excellence in education, service, and creating a sense of community. The ideal candidate is a detail-oriented college graduate with 2-3 years of experience in a healthcare setting working directly to support Physician Assistants or Physicians. The candidate would demonstrate a working knowledge of healthcare policies, procedures, roles, and be able to interact with students, faculty, and staff in a fast-paced, team environment.

Major Duties and Responsibilities:

• Ensure regulatory compliance with HIPAA in managing didactic & clinical student health information
• Manages the personnel functions of Standardized Patients including scheduling, attendance, and payment
• Supervises Standardized Patients
• Coordinates training of Standardized Patients with faculty
• Monitors & analyzes clinical year logs and data and participates in the program's assessment process
• Manage clinical program data including health, site, preceptor, student, and program information
• Performs routine audits of clinical program data and takes initiative to improve deficiencies
• Maintains frequent and meaningful communication with the Clinical Coordinators
• Proactively identifies and participates in the acquisition of new clinical sites
• Assists with core administrative functions for the clinical year
• Manages the public relations between clinical sites and the program
• Provide input into program-related activities and development
• Provide high-quality work demonstrating initiative, professionalism, and significant attention to detail

Minimum Qualifications:

• Bachelor's Degree
• Data management experience
• Administrative & customer service experience
• Detail and team oriented, with excellent communication skills
• Knowledge of medical terminology, basic healthcare roles, responsibilities, and policies.
• Ability to effectively interact with medical staff at clinical sites
• 1-year experience in a healthcare setting

Essential Functions:

• Serve as initial point of contact for clinical preceptors, administrators, and support staff
• Schedule clinical rotations in collaboration with the Clinical Coordinator(s)
• Schedule clinical site visits and student site visits
• Perform an evaluation for initial site visits for new clinical sites either in person, or virtually
• Support the program in preparing accreditation data & documentation:
  
  
  
  • Maintain and update records for all clinical sites & preceptors in accordance with ARC-PA requirements.
  
  
  
  
• Ensure timely completion of student onboarding documents and medical requirements
• Evaluate student health information ensuring documents are compliant with ARC-PA standards, while maintaining HIPAA compliance
• Evaluate site specific onboarding requirements and ensure that onboarding requirements are met by all students
• Assist in clinical site acquisition by conducting site outreach and initial site contact under the oversight of the Clinical Coordinator(s)
• Coordinate & setup technology for program medical simulations including:
  
  
  
  • Troubleshoot technical problems on remote platforms
  • Schedule, monitor, and run on site or remote encounters between students, faculty, and standardized patients
  
  
  
  
• Track assignment due dates
• Log & file student assignments
• Assist the Clinical Coordinator(s) in scheduling student call-back days
• Coordinate standardized patients in collaboration with the Clinical Coordinator(s)
  
  
  
  • Log standardized patient hours for payment
  
  
  
  
• Primary manager for clinical year information including rotation documentation and student logging
• Proctor examinations:
  
  
  
  • End of rotation examinations
  • Didactic examinations, as needed
  
  
  
  
• Plan program events including:
  
  
  
  • Annual preceptor appreciation event
  • Annual career fair in collaboration with the Center for Career Services
  • Preceptor awards
  • White coat ceremony in collaboration with the business manager & program director
  
  
  
  
• Coordinate preceptor and clinical site payments
• Document meeting minutes for weekly clinical meeting minutes & other program meetings
• Demonstrate commitment to Marist College and program mission, and values
• Manage program data as determined by the Program Director
• Other responsibilities as determined by the Program Director

Preferred Qualifications:

• Intermediate/Advanced experience with Zoom and MS Office Suite including Word, Excel, Outlook, PowerPoint, SharePoint & Onedrive
• Experience working directly with PAs or Physicians
• Experience with event planning
• 2-3 years in a healthcare setting
• 1 year in an academic setting

Required Application Documents:

Resume, Cover Letter, & Contact Information of 3 Professional References

Benefits:

The position includes a comprehensive benefit package*. Benefits for this position include but are not limited to the following:

• 3 weeks of paid vacation. 4 weeks of paid vacation beginning in the 6th year of employment.
• Unlimited paid sick time.
• 14+ paid holidays per year.
• Medical, Dental & Vision insurance programs at a 15% employee / 85% employer contribution rate. Flexible Spending Accounts (FSA) and Dependent Care (FSD).
• Life insurance.
• Generous short-term and long-term disability programs and workers compensation.
• 403(b) defined contribution plan:
  
  
  
  • First 6 years University contributes 7.5%, Employee contributes a mandatory 4%.
  • University contribution increases to 10.5% in year 7, and 12% after 15 years.
  • Employee contribution decreases to 1% in year 7. Remains 1% thereafter.
  • Typical eligibility requirements: 1 year of service and 1,000 hours with Marist University.
  
  
  
  
• 403(b) Tax Deferred Annuity - Roth option available. Voluntary, up to IRS maximum contribution.
• Tuition Benefits:
  
  
  
  • Up to 16 undergraduate credits per semester. Up to 18 graduate credit per academic calendar. Eligibility extends to employee, spouse, and dependent children under age 26.
  • University pays 100% tuition only.
  • Eligible dependents may be Reimbursed up to $2,000 per semester towards tuition at another accredited institution.
  
  
  
  

*Eligibility requirements including waiting periods and/or employee probationary periods may apply at the discretion of the University.

About the Department/School:

The School of Science combines scientific principles with practice through the application of knowledge, scientific literacy, and research. Students interested in the natural, physical, and health sciences have access to top facilities, as well as opportunities for internships, clinical rotations, and hands-on research. Working with dedicated faculty members, students gain the skills required to obtain prestigious awards, placement in top graduate schools, or careers in leading companies.

About Marist University:

Founded in 1929, Marist is a comprehensive, independent four-year institution whose signature educational approach blends the liberal arts with pre-professional studies and emphasizes experiential learning to enrich classroom instruction. With campuses in Poughkeepsie, N.Y., and Florence, Italy, plus over 70 programs offering a variety of international study, Marist is a portal to the world and is devoted to nurturing a welcoming, inclusive community. Through six schools offering almost 50 majors, Marist cultivates the intellectual growth and well-being of its more than 6,000 undergraduate and graduate students and encourages them to color outside traditional academic lines as they pursue coursework and personal experiences that provide valuable occupational expertise and reflect their individual passions. Marist has been acclaimed a top institution in the nation by U.S. News & World Report, the Wall Street Journal/College Pulse, Princeton Review, and others. To learn more, please visit https://www.marist.edu/about

Type of Position:

Full-time

Classification:

Administrative (Exempt)

Months per Year:

12

Work Schedule:

Monday - Friday, 8:30 am - 5:00 pm, occasional weekends

Hours per Week:

37.5

Location:

Marist University Main Campus

Number of Position Openings:

1

Equal Employment Statement:

Marist University is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the University will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The University will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The University will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the University. It shall be considered a violation of University policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist University on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.