SOMA - Clinical Site Operations Specialist

A.T. Still University School of Osteopathic Medicine in Arizona seeks a full-time non exempt Clinical Site Operations Specialist works closely with the Director of Operations to ensure the seamless management, execution, and tracking of all contracts, invoices, and financial transactions tied to ATSU-SOMA classroom and clinical training sites. This role plays a critical operational part in centralizing clinical rotation payments, managing day-to-day administrative requests, and maintaining fiscal responsibility across the department.

Key Responsibilities

• Clinical Rotation Payment Centralization & Processing
  
  • Design, implement, and maintain centralized workflows for clinical rotation payments across all sites.
  • Partner directly with Regional Directors of Medical Education (RDMEs) and Regional Education Coordinators (RECs) to ensure accurate and timely payments.
  • Verify invoice allocations, ensuring proper object codes are applied before submitting for final approvals and Accounts Payable processing.
  • Track rotation-related expenses, generate regular financial reports, and present data to the Director of Operations and the Dean.
  • Collaborate with the Office of Financial Aid to process student core clinical rotation expenses.
• Business Operations & Financial Support
  
  • Provide back-up support for Business Operations Specialists, handling daily invoice processing, check requests, and purchasing via Unimarket.
  • Monitor and process expense approvals, travel requests, and purchase orders across Unimarket, Chrome River, and the SOMA Operations queue.
  • Maintain and update the operational budget tracking report for purchases, check requests, and travel reimbursements.
  • Order materials, supplies, and equipment as requested by leadership.
• Operational & Administrative Support
  
  • Provide day-to-day administrative support to students, faculty, and staff in alignment with ATSU-SOMA's mission and vision.
  • Cross-train on SOMA Operations team tasks to ensure seamless coverage during staff absences.
  • Assist with execution and logistics for major annual in-person events (e.g., Commencement, Orientation, White Coat Ceremony, Awards Ceremony).
  • Maintain strict confidentiality regarding all university business, student, and faculty records.

Qualifications & Requirements

• Education & Experience: Two-year college certificate (Associate degree) or equivalent in Accounting, Business, Finance, or a related field; or equivalent job experience in purchasing, accounting, or business operations (Associate degree or some college preferred, but comparable work experience will be considered).
• Technical Skills: Advanced proficiency in Microsoft Office Suite, specifically MS Word and MS Excel. Familiarity with electronic procurement and expense platforms (e.g., Unimarket, Chrome River) is highly preferred.
• Core Competencies: Proven experience in financial tracking, invoice processing, and budget monitoring, with sound independent judgment to plan and prioritize a diversified workload.
• Collaboration & Compliance: Strong communication skills to interact with senior management, accounting, and regional leads. Attendance required for staff meetings, university trainings, and annual employee evaluations.