Clinical Operations Coordinator

Department: College of Public Health

Classification: Education Support Spec 2

Job Category: Classified Staff

Job Type: Part-Time

Work Schedule: Part-time, 32 hours/week

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

For over 40 years, the School of Nursing has prepared students for interdisciplinary roles as clinicians, educators, researchers, and administrators. Students learn to address the challenges of a rapidly changing and diverse healthcare environment with hands-on experience in simulation, skill-building labs, and clinical settings. Within the school’s Mason and Partners Clinics (https://publichealth.gmu.edu/mapclinics), they gain experience working with culturally diverse patient populations in the northern Virginia area which provides them with the necessary skills to deliver health care where it is needed the most. Nursing faculty, staff, and students engage in work, study, and research that have major impacts on health equity, vulnerable populations, preventative care, population health, and the local workforce. Serving as experts in workforce development, School of Nursing faculty are committed to challenging the national nursing shortage and producing talented, equity-minded practitioners and scholars.

The School of Nursing’s position within the College of Public Health epitomizes the innovative, collaborative nature of the University’s culture. The School of Nursing plays a leadership role across the University in digital innovation for education, professional practice, and the delivery of health services. Students learn to address the challenges of a fast-paced, rapidly changing, and diverse healthcare environment with hands-on experience in the state-of-the-art Virtual Reality/Simulation labs and 9 different community-based Mason and Partners (MAP) clinics. The School of Nursing prepares students to address multicultural and socioeconomic diversity to ensure all populations receive effective interventions.

About the Position:

The Clinical Operations Coordinator is essential for efficiently managing student placements', administrative and compliance tasks, and ensuring all requirements are met for clinical site entry. This role provides focused support for contract management, onboarding, and accurate record-keeping to meet nursing accreditation and regulatory standards. The coordinator supports the quality of clinical experiences for undergraduate and graduate nursing students.

Responsibilities:

Clinical Operations & Program Support

• Provides comprehensive support to office operations and program administration for the clinical programs;
• Assists with developing and implementing quality improvement initiatives within the clinical operations team, ensuring continuous process enhancements;
• Facilitates the hiring and onboarding process for clinical adjuncts, graduate assistants, and clinical faculty through Banner and other University HR systems;
• Collaborates with the clinical team and academic programs to assist with clinical placements, ensuring proper communication between students and clinical instructors;
• Regularly updates clinical rotation schedules on the LMS and clinical management system (e.g., Typhon);
• Initiates, tracks, and manages clinical agency contracts, ensuring timely renewals and compliance with clinical partner agreements; and
• Manages access to the clinical management systems (e.g., Typhon) for students and instructors, ensuring they have the necessary permissions and resources.

Monitoring & Reporting

• Maintains and updates student records and documents in all clinical systems and databases (e.g., Castle Branch, ACEMAPP) to ensure compliance with clinical agencies and accreditation standards;
• Creates and maintains updated student rosters, providing timely updates to academic program coordinators;
• Regularly tracks student clinical completion progress and generates reports on their status in the clinical management system;
• Alerts program coordinators, clinical operations, and leadership of issues or special cases;
• Monitors clinical and adjunct evaluations, encouraging student engagement and improving response rates;
• Manages documentation, collects data, and generates reports to ensure compliance with the accreditation bodies (e.g., SCHEV, Virginia Board of Nursing, CCNE); and
• Provides administrative support for School of Nursing clinical operations meetings, including recording, transcribing, and editing meeting minutes.

Administrative & Event Support

• Assists with all School of Nursing events (e.g., clinical orientation, pinning ceremonies, etc.) and supports the College of Public Health events as needed; and
• Performs other duties assigned by the Operations & Budget Manager and the Chief Nursing Administer.

Required Qualifications:

• Bachelor’s degree in related field or the equivalent combination of education and experience;
  
  
• Knowledge, Skills and Abilities:
  • Must have experience with administrative support in a fast-paced environment;
  • Experience with clinical facilities, adjunct and student schedules;
  • Experience performing similar duties;
  • Strong customer service skills;
  • Exceptional verbal and written communication skills and strong organizational abilities;
  • Ability to effectively handle multiple responsibilities simultaneously and meet deadlines, often under pressure, while maintaining flexibility regarding changes in priorities;
  • Ability to interpret and apply policies, procedures and guidelines to duties and responsibilities;
  • Proficiency with Microsoft Office suite software, including word processing, spreadsheets, and e-mail applications, particularly MS Outlook and Excel; and
  • Team player who is able to work effectively under time constraints.

Preferred Qualifications:

• Knowledge of Learning Management Systems, such as Banner;
• Knowledge of Mason procedures and policies; and
• Proficiency with clinical education tracking systems, such as Typhon and Castlebranch. 

Instructions to Applicants: 

For full consideration, applicants must apply for Clinical Operations Coordinator (Requisition# 10002058) at https://jobs.gmu.edu/. Complete and submit the online application and include 1) a cover letter of interest, 2) Resume, and 3) list of three references with full contact information.

Posting Open Date: December 16, 2024

For Full Consideration, Apply by:  January 10, 2025

Open Until Filled:  Yes