Summary
The Physician Assistant Program at Barry University is
currently seeking a Rotation Specialist. This is a full time position at the
Main Campus.
The Rotation Specialist is responsible for establishing
preceptors and clinical rotation sites for students at both St Pete and Miami
Campuses. This includes communication with preceptors and clinical sites
and with students to set up new rotations. Collection and verification of
preceptor application documents, liaison with the PA Program medical director
for approvals. Liaison with the Barry University legal department for
preparation and signing of affiliation agreements and other contracts related
to clinical rotation sites. Enter all above information into and maintain an
electronic database to facilitate the access of accurate information to the
entire program. Multiple reports for ARC-PA are obtained from the PA
Manager database. Coordinate with other programs in CNHS to facilitate
multi-program affiliation agreements and access to clinical rotation sites
between programs.
Essential Functions
Establish new preceptors and clinical rotation sites via
affiliation agreements between the university, hospitals, facilities and sites
for students at both St Pete and Miami campuses.
- Act
as liaison between Barry University legal department and outside
facilities legal departments to full execute agreements.
- Communicate
with students, internal personnel, and external personnel including
physicians and legal departments
- Collect
documents and review applications with supporting documentation from
potential preceptors then submit for approval by the Medical
Director. Obtain via various sources, or request additional
documentation, explanations needed on the documentation received.
- Contact
and follow up on leads
- Track
student initiated rotations status and all sites and preceptors
- Process
of non-employee forms to give library access to preceptors.
- Communicate
with other CNHS employees for shared contract and rotation opportunities.
Oversee PA Affiliation Agreement System
- Maintain
list of agreement expiration dates, request renewals in advance to
prevent expiration.
- Request
renewals and negotiate terms for various agreements that cover multiple
programs at the University.
Manage data input and reporting
- Input
all prospective preceptors and sites of leads/contacts received
- Determine
status of preceptors/sites and input status, i.e. prospect, pending,
active, inactive
- Use
database to run numerous reports to track work: i.e. expirations of
agreements, licenses.
- Prepare
reports with pertinent information for Program and ARC-PA needs.
- Filing
of all original physical documents and must be housed on main campus
according to ARC-PA.
EOR – End of Rotation events are 8 times a year and
Pre-clinical meetings 2-3 times per year
- Oversee
the Miami Shores EOR (End of Rotation). Schedule, confirm speakers
from Miami Shores, welcome and introduce them as needed. Post lectures to
Canvas and obtain documentation for compensation to guests and lecturers.
Reserve rooms for lectures.
- Help
administer and proctor end of rotation exams
- Prepare
schedules for CSE (Clinical Skill Exam) testing, help schedule and or
confirm instructors. Assign cases to second year students who act
as patients and send them the cases.
- Separate
and distribute documentation collected to various faculty members
for grading
- Monitor
remedial for MS students that fail or are absent from a lecture or test
during EOR
- Collect
all documents from EOR from all three campuses and file in student’s
clinical file.
- Coordinate
Curriculum Committee by securing location of meeting, gather agenda
items, prepare agenda and minutes.
- Send
out invitations with agenda and minutes from previous meeting.
Participate in meetings, take minutes and order lunch if applicable.
- Coordinate
Summative File Review after rotation 8 for students to be ready for
summative evaluations by their advisors.
- Help
plan and schedule pre-clinical meetings 2-3 times per year, coordinate
with didactic schedule
- Reserve
rooms for pre-clinical meetings
- Help
schedule student individual pre-clinical planning meetings
Coordinate Clinical Orientation
- Planning,
organization of annual clinical orientation lectures, labs and
activities.
- Coordinate
a two week event with lectures and workshops
- Prepare
multiple schedules for the different events
- Obtain
bids for workshops
- Invite
guests and lecturers for various events
- Ensure
that guests and lecturers provide documentation for compensation
- Collect
lectures, post to Canvas and copy for distribution if needed
- Schedule
rooms where events are to take place
- Facilitate
set up of rooms as required by instructors for workshop; lay out working
materials
- Set
up appointments for students to obtain clinical badges
- Request
and post Syllabus
- Request
the set-up of all meals being served during the event
- Assist
with incoming documents; copy ACLS, PALS and BLS cards before
distribution; send copies to campuses and mail them the originals
- Prepare
forms needed from students and provide them to the other campuses, i.e.
professional dress inspections, receipt of CYM, housing form
- Order
and or purchase supplies as needed for workshop(s).
- Post
announcements for students with instructions on purchasing books for
ACLS, PALS and BLS. Other reminders and or notifications as needed.
- Monitor
daily activities and handle any issues that may arise.
Clinical Year and Preceptor Handbooks & CME Letters –
annually
- Coordinate
with marketing for covers for Clinical Year and Preceptor handbooks.
- Get
bids for printing of manuals
- Coordinate
printing of manuals to get them ready for distribution
- Assist
if needed with the distribution of the preceptor manuals
- Assist
Clinical Coordinators with CME Letter by running reports from PA Manager
for all preceptors that took students during the year.
- Help
with the mass mailing as needed. Preparing, stuffing envelopes,
mailing and entering information in PA Manager.
Additional Tasks
- Complete
administrative tasks for the program as needed by drafting letters,
faxes, e-mails
- Assist
in taking minutes for other committees and meetings
- Answer
phones and cover switchboard or front desk when needed
- Assist
with projects that come up during the year (NSO, Commencement, Rite of
passage, others)
- Assist
in ordering meals for various meeting/events in the department
- Attend
outside schedule events to support the program.
- Attend
training as required by program and or University
Qualifications/Requirements
- High
school or GED diploma. A Bachelor's degree is preferred.
- 3-5
years of related experience.
- Must
be able to anticipate contract needs and expiration dates for rotation
placements.
- Advanced
skills using Microsoft Office Suite.
- Must
be able to take minutes and to compose other type of written
communications.
- Must
be able to communicate in a professional manner that is representative of
the University and PA Program.
