Note: The job is a remote job and is open to candidates in USA. The University of South Florida is a research university serving students across multiple campuses and academic programs. The Academic Services Administrator supports the College of Nursing’s clinical education mission by coordinating undergraduate student onboarding, clinical clearance, placements, compliance documentation, partner communications, and administrative reporting.
Responsibilities
- Collect, review, and track clinical onboarding documentation per site requirements
- Take primary accountability for ensuring all clinical groups are cleared to begin clinical rotations on time; submit complete and accurate clinical clearance documentation to each partner site by established deadlines, tracking submission status and following up proactively to resolve any outstanding requirements
- Maintain accurate, up-to-date records of student clearance status within designated tracking systems
- Communicate onboarding requirements, timelines, and status updates to students and faculty in a clear and timely manner
- Manage and maintain the Canvas clinical onboarding course, including updating site-specific requirements and adding evaluation survey links each semester
- Triage onboarding issues and escalate complex compliance or access problems to your supervisor and program leadership (as appropriate)
- Collaborate and coordinate with undergraduate clinical education faculty and simulation/lab faculty to verify student course enrollment and clinical level, and to assign individual students to clinical opportunities based on course level, student needs, and site availability
- Maintain up-to-date placement records and communicate confirmed assignments to students, faculty, and clinical sites
- Support the coordination of preceptorship assignments in partnership with clinical education faculty
- Foster positive working relationships with clinical agency representatives and serve as a professional point of contact for day-to-day site communications
- Escalate issues requiring higher-level negotiation or site development to your supervisor and program leadership (as appropriate)
- Support outreach to community health partners as directed
- Complete general office and administrative tasks, including record filing, data entry, and document management
- Assist in compiling data and preparing reports on onboarding completion rates, placement counts, and compliance status
- Identify opportunities for continuous process improvement within onboarding, compliance, and placement support workflows, and recommend practical solutions to enhance efficiency and accuracy
- Perform additional duties as assigned to support the mission and goals of the College of Nursing
Skills
- This position requires a Master's degree in education or a field of study related to the academic program, or a Bachelor's degree in those same fields with a minimum of two years of experience
- Degree Equivalency Clause: Four years of direct experience for a bachelor's degree
- * Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S
- * A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
- * (a) Two years of direct experience for an associate degree
- * (b) Four years of direct experience for a bachelor's degree
- * (c) Six years of direct experience for a master's degree
- * (d) Seven years of direct experience for a professional degree
- * (e) Nine years of direct experience for a doctoral degree
- * Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment
- * Minimum Qualifications that require a high school diploma are exempt from SB 1310
- * Master's degree in Business Administration, Health Administration, Public Health, or a closely related field (required; see minimum qualifications above)
- * Strong organizational skills and demonstrated ability to manage multiple concurrent deadlines
- * Strong written and verbal communication skills; ability to interact professionally with students, faculty, and external clinical partners
- * High attention to detail and accuracy in maintaining compliance records
- * Ability to prioritize workload, manage competing deadlines, and adapt to changing semester timelines
- * Collaborative team orientation with the ability to work independently when needed
- * Commitment to providing a positive student experience and supporting clinical education goals
- * Prior experience in an academic health sciences environment (college or university)
- * Familiarity with Learning Management Systems such as Canvas
- * Experience with clinical placement or compliance tracking platforms (myClinicalExchange, Castlebranch, Complio, Tajecsys)
- * Proficiency with Microsoft Office Suite, especially Microsoft Excel, and database management tools
Benefits
- Medical insurance plans
- Dental insurance plans
- Life insurance plans
- Retirement plan options
- Employee and dependent tuition programs
- Generous leave
- Hundreds of employee perks and discounts
- Strong potential for advancement into a future clinical coordination leadership role as the program grows
Company Overview