Administrative Coordinator, Clinical Affairs

About the Work Unit:

The Clinical Affairs Department works collaboratively with faculty, program leadership, students, healthcare organizations, and clinical partners to support student clinical education experiences across the United States.

The department is responsible for clinical placement operations, clinical partner engagement, onboarding support, compliance processes, preceptor engagement, and related operational functions necessary to support student progression and program success.  Clinical Affairs relies heavily on accurate data, efficient systems, effective communication, and strong operational support to ensure students are prepared for clinical training.

Key Functions and Expected Performance:

Administrative Operations

• Provide administrative support to the Clinical Affairs leadership team and Clinical Placement Coordinators.
• Coordinate departmental projects, meetings, communications, and scheduling activities.
• Assist with document preparation, maintenance, and process standardization initiatives.
• Maintain departmental tracking tools, dashboards, and operational reports.
• Monitor shared departmental email accounts and route inquiries appropriately.
• Serve as a customer service resource for students, faculty, preceptors, and clinical partners.
• Assist with onboarding and training activities for new staff members as assigned.
• Support departmental initiatives and special projects as directed.
• Assist with maintenance of departmental records, files, and operational documentation.

Financial Administration

• Process invoices, payments, reimbursement requests, and other financial transactions in accordance with university policies.
• Assist with tracking departmental expenditures and maintaining budget records.
• Coordinate payment processing for approved clinical placement fees, onboarding expenses, preceptor support initiatives, and related operational costs.
• Maintain documentation supporting financial transactions and budget requests.
• Assist leadership with budget reporting and financial reconciliation activities.
• Coordinate purchasing activities and maintain departmental supply inventories as needed.
• Assist with processing travel-related reimbursements and other departmental expenditures.
• Clinical Affairs support.
• Provide operational support to Clinical Placement Coordinators across all academic programs, including coverage during staff vacancies, leave periods and peak placement cycles.
• Support student onboarding, compliance tracking, clinical readiness, and site-specific requirements for clinical partners and healthcare organizations.
• Monitor onboarding deadlines, resolve onboarding-related issues, and serve as a liaison among students, clinical partners, and internal stakeholders.
• Conduct geographic searches (GeoSearch) and market research to identify potential clinical placement sites, preceptors, healthcare organizations, and growth opportunities.
• Assist with the recruitment, engagement, and support of clinical preceptors and sites in collaboration with the Assistant Director of Preceptor Engagement.
• Maintain accurate records related to students, preceptors, sites, affiliations, and placements, and support reporting requirements.
• Participate in placement-related projects and strategic initiatives that support clinical placement capacity, workforce development, and program growth.

Systems Management

• Maintain and update records within departmental databases, workflow management systems, onboarding platforms and other technologies utilized by Clinical Affairs.
• Generate routine and ad hoc reports to support operational, accreditation, compliance, and strategic initiatives.
• Assist students, faculty, and staff with questions related to clinical placement systems, onboarding processes, and clinical readiness requirements.
• Support implementation, testing, maintenance, and optimization of departmental technology solutions.
• Monitor data quality and perform routine audits to ensure accuracy and completeness of departmental records.
• Assist with development and maintenance of process documentation, workflows, and user guides.
• Participate in continuous improvement initiatives designed to increase departmental efficiency and effectiveness.

Supervisory Relationships:

This position does not have any supervisory responsibilities, and administratively and functionally reports to the Director of Operations, Clinical Affairs.

Education and Certifications:

• Associates Degree or combination of education and relevant professional experience required.
• Bachelor's Degree or relevant job experience required.

Experience and Skills:

• 5-7 years of administrative, operational, project coordinator, business operations, healthcare operations or related professional experience preferred.
• Strong organizational skills, attention to detail, ability to multitask and work in a fast paced environment.
• Experience in healthcare, academic healthcare, or clinical education environments.
• Experience with financial processes, budgeting, invoicing, procurement, reimbursement workflows, or operational support functions.
• Experience working with databases, reporting tools, workflow management systems, or customer relationship management systems.
• Experience with clinical placement, onboarding, compliance, credentialing, recruitment, or workforce development processes.
• Ability to work independently with minimal supervision while maintaining accountability for assigned responsibilities.
• Strong customer service mindset with the ability to represent Vanderbilt University School of Nursing professionally.
• Adaptability and willingness to support evolving departmental needs.
• Commitment to teamwork, collaboration, and continuous improvement.
• Ability to maintain confidentiality and exercise sound judgment.