Coordinator - Clinical Operations

Job Category

Regular Support Staff FVTC Worksite

Appleton Main Campus Hours Per Week

40

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Job Description Summary

The Coordinator - Clinical Operations coordinates division-wide clinical placement, compliance, and onboarding processes that prepare Health Division students for clinical and field-based learning. This position serves as the central operational resource for student clinical readiness, compliance records, and placement requirements. Works collaboratively with program teams to support the coordination of clinical placements and ensure students meet all requirements necessary to participate in clinical, practicum, simulation, internship, and field-based learning experiences.

By centralizing and standardizing clinical documentation and supporting clinical placement processes across the Health Division, this position improves operational efficiency, supports clinical placement capacity, enhances student readiness, reduces administrative burden on faculty and staff, and strengthens the pipeline of healthcare graduates entering the workforce, including rural and underserved communities.

The Coordinator - Clinical Operations partners with program leaders, faculty, staff, students, clinical affiliates, and vendors to ensure placement requirements are accurate, complete, timely, and aligned with applicable agreements and standards.

Job Description

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily to be qualified for the position. Other duties may be required and assigned.

Clinical Compliance and Student Readiness:

• •Coordinate the collection, verification, tracking, and maintenance of student clinical compliance requirements, including health records, immunizations, CPR certification, background checks, drug screenings, licensure documentation, and healthcare partner onboarding requirements.
• •Monitor compliance status, documentation deficiencies, expiration dates, and student readiness for clinical placement; communicate updates and concerns to students and appropriate program personnel.
• •Maintain accurate, confidential records and electronic tracking systems in accordance with FERPA, HIPAA, institutional policies, and affiliate agreements.
• •Develop and maintain standardized resources, procedures, checklists, instructional materials, and communications related to clinical compliance and onboarding.
• •Coordinate and deliver student orientations and readiness activities related to clinical requirements, documentation processes, timelines, and healthcare partner expectations.
• •Prepare compliance, readiness, and operational reports to support program administration, accreditation, regulatory reporting, and decision-making.

Clinical Placement Coordination and Partner Support :

• •Coordinate clinical placement documentation, onboarding, and scheduling activities in collaboration with faculty, program leadership, healthcare partners, and administrative staff.
• •Serve as the primary operational contact for clinical documentation and onboarding inquiries from students, faculty, healthcare partners, and external compliance vendors.
• •Support the placement process by coordinating required documentation, agreements, and onboarding materials needed for student clinical, practicum, internship, and field-based learning experiences.
• •Communicate healthcare partner requirements and coordinate updates to onboarding, compliance, and placement processes.
• •Identify and assist in resolving barriers to student placement readiness and facilitate timely completion of placement requirements.
• •Collaborate with faculty and program leadership to support clinical placement opportunities. Faculty and program leadership retain responsibility for determining educational appropriateness, clinical learning outcomes, and oversight of clinical experiences.
• •Support efforts to secure clinical placements as requested by program leadership or faculty, including coordinating required documentation, agreements, and partner communications. This position does not independently initiate placement development activities.

Operational Excellence, Accreditation, and Division Support:

• •Maintain standardized clinical documentation workflows, procedures, and communication practices across Health Division programs.
• •Provide guidance, training, and support to program administrative staff regarding compliance requirements, onboarding processes, timelines, and documentation procedures.
• •Assist with accreditation reviews, audits, site visits, and reporting activities related to clinical experiences and student readiness.
• •Ensure processes align with accreditation standards, regulatory requirements, and healthcare partner expectations.
• •Evaluate workflows and recommend improvements that increase efficiency, consistency, accuracy, and student service.
• •Support implementation and continuous improvement of compliance management and electronic documentation systems.

Participate in division initiatives, workforce development activities, special projects, and other duties that support student success and healthcare workforce needs

Non-Essential Functions and Responsibilities

• •Experience managing confidential records, compliance documentation, and electronic information and tracking systems.
• •Demonstrated ability to organize high-volume information, manage competing deadlines, and maintain a high level of accuracy.
• •Demonstrated written and verbal communication and relationship-management skills with varied internal and external stakeholders.
• •Proficiency with Microsoft 365 applications, including Excel, and ability to learn and troubleshoot electronic clinical compliance, placement, database, or vendor platforms.
• •Demonstrated problem-solving ability and sound judgment in resolving routine compliance and operational issues.

Minimum Qualifications

Education and/or Experience Requirements:

• •Associate degree in Healthcare Administration, Health Information Management, Business Administration, Health Sciences, Education, Administrative Professional, or related field.
• •Minimum three years of relevant experience in healthcare administration, health information management, compliance management, records management, student services, clinical coordination, or related support services.

In evaluating candidates for this position, Fox Valley Technical College may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Work Environment

Work will be completed in a hybrid environment, both in person and virtually.

Work environment may change based upon college needs.

Physical Requirements

Sitting: This role requires extended periods of sitting while performing tasks and utilizing computer systems.

Repetitive Motions: Capacity to perform repetitive motions, such as typing, without discomfort or injury.

Communication: Clear verbal and written communication skills are essential for interacting with employees, candidates, and stakeholders, both in-person and through electronic means.

EOE/ADA Statement

Fox Valley Technical College (FVTC) is an Equal Opportunity Employer (EOE). In compliance with the Americans with Disabilities Act (ADA), FVTC will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that