Clinical Education Coordinator- IL- Physical Therapy and Occupational Therapy

Summary

The Clinical Education Coordinator supports both the Physical Therapy (PT) and Occupational Therapy (OT) programs by maintaining administrative, scheduling, and communication aspects of clinical and fieldwork education. The coordinator ensures accurate documentation, credentialing, and compliance across all clinical placements and serves as the primary liaison between students, preceptors, clinical sites, and the University.

Essential Duties and Responsibilities

• Clinical Education Administrator
  • Coordinate PT and OT clinical and fieldwork rotations, including site offers, placements, and confirmations.
  • Maintain student, preceptor, and site records in Exxat, COEE Dashboard, and RMS systems.
  • Monitor and ensure student compliance with requirements (background checks, drug screens, immunizations, HIPAA/OSHA training, site documentation).
  • Track completion and submission of Clinical Performance Instrument (CPI) evaluations and Fieldwork Performance Evaluations (FWPE) and assist Clinical Instructors with CPI/FWPE access.
  • Maintain and update affiliation and teaching agreements, certificates of insurance (COI), and other site contracts in collaboration with the COEE Department.
  • Support capstone placements for OT students, including coordination of midterm and final evaluations and distribution of certificates.
  • Collaborate with Co-Directors of Clinical Education, Program Directors, and faculty to ensure efficient scheduling, documentation, and communication across both programs.
  • Serve as point of contact for Exxat, CPI, and other system support for students, faculty, and clinical sites.
• Site and Student Support
  • Develop and maintain professional relationships with clinical partners to secure and renew rotation and fieldwork opportunities.
  • Respond promptly to student and site inquiries regarding scheduling, compliance, and documentation.
  • Communicate placement details, site requirements, and compliance deadlines to students and fieldwork educators.
  • Provide consistent communication and logistical support throughout each placement cycle.
  • Assist with onboarding and orientation of new clinical sites and fieldwork educators.
• Operational and Collaborative Support
  • Develop/audit hospital/clinic/office rotation rosters for accuracy each rotation block
  • Coordinate across PT and OT departments to align placement calendars, ensure accurate reporting, and streamline administrative processes.
  • Support clinical education team meetings, data audits, and quality improvement projects related to fieldwork or clinical education.
  • Assist with clinical instructor recognition efforts (CEU certificates, library access, in-service opportunities, and scholarships).
• Other duties as assigned

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
High school diploma or GED required. A one-year certificate from college or technical school and/or an Associate degree is highly desired. Must have a minimum of 5-7 years of relevant work experience required. The ability to build positive rapport with many groups of internal and external stakeholders is required to be successful in this position. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills
Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Language Skills
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Reasoning Ability
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands
The physical demands described here are representative 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.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel, and reach with hands and arms. The employee is frequently required to sit, talk, and hear. The employee must occasionally lift and /or move up to 10 pounds.

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. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance.  We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account.  We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program.  Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.