Clinical Coordinator in Salem, West Virginia at Salem University LLC

Position Summary:

The Clinical Coordinator provides centralized administrative and operational coordination for student clinical education within Salem University's School of Nursing. This position is responsible for coordinating clinical placements, maintaining clinical partner relationships and affiliation agreement records, tracking student and faculty clinical compliance requirements, maintaining clinical schedules and capacity information, and providing timely reporting to School of Nursing leadership.

The Clinical Coordinator works proactively with Nursing leadership to anticipate clinical placement needs based on upcoming cohorts, course schedules, enrollment projections, clinical-hour requirements, faculty assignments, and available clinical capacity. The position serves as a primary administrative liaison among the School of Nursing, students, faculty, clinical agencies, and University departments to ensure clinical placements, onboarding requirements, and related processes are completed accurately and within established timelines.

This is a non-faculty, non-clinical administrative position and does not require licensure as a registered nurse. The Clinical Coordinator does not provide nursing instruction, evaluate student clinical performance or competency, make decisions requiring professional nursing judgment, or perform duties requiring nursing licensure. Nursing-specific academic, clinical, patient-safety, and regulatory decisions remain under the authority of appropriately credentialed nursing faculty and School of Nursing leadership

Essential Duties and Responsibilities

The duties listed below are representative of the responsibilities of this position. Additional duties may be assigned to support institutional priorities.

Clinical Placement Coordination

• Coordinate administrative and logistical processes associated with student clinical placements across nursing programs.
• Coordinate clinical placement requests and schedules in collaboration with nursing program leadership and faculty.
• Maintain current information regarding clinical sites, agency contacts, placement capacity, student and faculty assignments, and clinical schedules.
• Communicate with hospitals, healthcare systems, long-term care facilities, community agencies, and other clinical partners regarding placement availability, onboarding requirements, and scheduling.
• Assist with resolving scheduling conflicts, placement changes, and other logistical issues.
• Develop and maintain a forward-looking clinical placement plan based on projected enrollment, course sequencing, clinical-hour requirements, faculty availability, and clinical site capacity.
• Proactively identify potential placement shortages and work with Nursing leadership to develop alternative placement options.

Clinical Compliance & Readiness

• Coordinate and track student and faculty clinical onboarding and compliance requirements, including background checks, drug screenings, health and immunization documentation, CPR/BLS certification, agency orientation, required training, HIPAA/confidentiality requirements, and other site-specific requirements.
• Maintain a centralized tracking system providing visibility into student and faculty readiness, placement status, clinical capacity, and outstanding requirements.
• Notify students and faculty of upcoming deadlines, missing requirements, and expiring documentation.
• Maintain accurate and confidential clinical placement and compliance records using University-approved systems.
• Consistently communicate established requirements and deadlines while providing professional and responsive support to students and faculty.

Clinical Partnerships & Affiliation Agreements

• Develop and maintain positive professional relationships with clinical agency representatives.
• Maintain a centralized inventory of clinical affiliation agreements, including responsible contacts, programs covered, effective and expiration dates, renewal requirements, student capacity, and site-specific conditions.
• Initiate affiliation agreement renewal processes sufficiently in advance of expiration to minimize disruption to student placements.
• Collaborate with appropriate University departments to facilitate new clinical affiliation agreements and renewals.
• Assist School of Nursing leadership in identifying potential clinical partners and additional placement opportunities.

Reporting, Accreditation & Operational Support

• Provide regular reports to the Dean of Nursing and program leadership regarding clinical capacity, confirmed and outstanding placements, compliance deficiencies, affiliation agreement status, and emerging risks.
• Collect, organize, and report clinical education data needed for program evaluation, accreditation, regulatory reporting, and continuous quality improvement.
• Support preparation for accreditation reviews, regulatory visits, audits, and clinical partner reviews.
• Participate in School of Nursing meetings and process-improvement initiatives related to clinical placement, onboarding, compliance tracking, and partner communication.
• Identify administrative process improvements that enhance accuracy, efficiency, visibility, and timely completion of clinical placement requirements.
• Perform other related duties as assigned.

Scope of Authority

The Clinical Coordinator provides administrative and operational coordination of clinical education and serves as a primary administrative resource for clinical placement, scheduling, documentation, and onboarding processes.

The position does not independently perform functions requiring professional nursing licensure, including nursing instruction, evaluation of student clinical competency or performance, supervision requiring professional nursing judgment, or decisions regarding patient care or nursing practice.

Questions or decisions involving nursing education standards, clinical competency, student clinical performance, patient safety, or professional nursing judgment will be referred to the appropriate nursing faculty member, program director, or Dean of Nursing.

Minimum Qualifications

• Associate degree from an accredited institution in healthcare administration, health sciences, public health, business administration, education, higher education administration, organizational leadership, or a related field.
• Demonstrated experience managing detailed administrative or operational processes.
• Demonstrated ability to develop and maintain tracking systems, spreadsheets, databases, or similar tools.
• Strong written and verbal communication skills.
• Demonstrated ability to independently manage multiple priorities and deadlines.
• Proficiency with Microsoft Office applications and related technology.

Preferred Qualifications

• Bachelor's degree in healthcare administration, health sciences, public health, education, higher education administration, business administration, organizational leadership, or a related field.
• Experience working in higher education, healthcare, nursing education, clinical education, or healthcare administration.
• Experience coordinating clinical placements, internships, field experiences, or other experiential learning activities.
• Experience with clinical placement or compliance management platforms such as Exxat, ACEMAPP, CastleBranch, MedHub, or similar systems.
• Experience maintaining affiliation agreements, contracts, or other time-sensitive institutional records.
• Experience working with hospitals, healthcare organizations, or other clinical partners.
• Experience using student information systems, learning management systems, or healthcare education technology platforms.
• Experience preparing documentation or reports for accreditation, regulatory review, audits, or program evaluation.
• Familiarity with healthcare regulatory, accreditation, and compliance environments.

Physical Requirements

The physical demands described below are representative of those required to successfully perform the essential functions of this position.

• Prolonged periods of sitting while working at a computer.
• Frequent use of computers, telephones, and other office technology.
• Ability to communicate effectively through written, verbal, and virtual communication platforms.
• Ability to perform routine office functions and maintain regular availability during established working hours.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

This position is based at Salem University's campus in Salem, West Virginia, and operates primarily in a professional office and academic environment.

The position requires regular interaction with students, faculty, University personnel, and external healthcare partners. Occasional travel to clinical partner locations or University-related meetings may be required.

Schedule flexibility may occasionally be necessary during clinical onboarding periods, semester starts, accreditation activities, or other high-volume periods.

Equal Employment Opportunity

Salem University is committed to providing equal employment opportunities to all applicants and employees in accordance with applicable federal, state, and local laws.

Americans with Disabilities Act (ADA)

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Job Description Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Salem University reserves the right to modify responsibilities as institutional needs evolve.