Job Details

Office Coordinator of Clinical Placements

Position Number: 6651531
Location: West Long Branch, NJ
Position Type: Medicine - Physician Assistant

Office Coordinator of Clinical Placements

Job Category: Administrative / Clerical
Requisition Number: OFFIC001230
Posted: October 15, 2025
Full Time
On-site
Rate: $24.17 USD per hour

Monmouth Graduate Center
West Long Branch, NJ

Monmouth University is seeking applications for an Office Coordinator of Clinical Placements in the Physician Assistant department. This position is part of the clinical team that serves the Graduate Physician Assistant program. The responsibilities include creating and maintaining the clinical student schedule, maintaining compliance records and affiliation agreements for clinical sites and preceptors and data required for accreditation, maintaining compliance records for students and requirements needed for clinical placements.

This is an in-person, on-campus, non-remote position.
For more information about the program, please visit the Physician Assistant (PA) webpage.

Additional Application Material Required:
Monmouth University requires all applications and supporting documents to be submitted via the university's career portal. In addition to the application, candidates must upload the following documents. Applications will not be considered complete for review until all required documents are uploaded.

Resume or Curriculum Vitae
Cover Letter
Professional References

Optional Documents:

None

Duties and Responsibilities:

Provide a high level of customer service to students, faculty, preceptors, site coordinators and visitors both in person and by phone. Assist with general questions regarding department procedures, clinical sites, rotations, the EXXAT Data Management system, and other requests.
Main point of contact for the EXXAT Data Management system used to manage many aspects of the clinical experience. Create, maintain and update data in system including but not limited to: user profiles, clinical sites, preceptors and students, clinical placements and evaluations.
Collect and maintain accurate records of immunizations, background checks, liability insurance and other documentation needed for clinical placements.
Collect appropriate documentation for preceptors and clinical sites such as board certification, credentialing, demographics and student capacity. Coordinate and secure affiliation agreements. Maintain and track communications with clinical sites.
Assist with accreditation documentation initially and ongoing.
Coordinate the clinical schedule in EXXAT which serves as administrative portal for student placement on clerkship activities, including direct placement of students into all required clinical clerkships for their clinical phase of training. Resolve issues which may occur such as loss of clinical site.
Create and run various reports in EXXAT system, such as clinical clerkship and summative evaluation reports necessary for self-assessment processes and accreditation requirements.
Create, update and maintain processes in the EXXAT system related to student progress in clinical rotations, completion of student evaluations of clinical sites and preceptors, and completion of preceptor evaluations of students.
Maintain clinical handbook and policies.
Maintain the program's EXXAT webpage which includes all program handbooks, committee meeting minutes, class meeting minutes, and other relevant information.
Other duties and special projects as assigned.

Minimum Qualifications:

Four (4) years of related experience.
Intermediate level knowledge of MS Word/Excel 2016.
Must be able to interact with students, University personnel and outside constituencies in a positive, customer service-oriented style.
Must be able to handle multiple tasks simultaneously and effectively.
Ability to follow directions, work independently, as well as function as a team player.
Ability to learn new software quickly and utilize a variety of computer software programs to complete assigned tasks successfully.
Excellent interpersonal, organizational, and communication skills.
Must be able to treat confidential and sensitive information appropriately.

Preferred Qualifications:

Intermediate level knowledge of MS Teams.
Experience in an educational setting.
Familiarity with medical terminology.
Familiarity with clinical scheduling.

Questions regarding this search should be directed to:
Barbara Santos at bsantos@monmouth.edu or 732-263-5629

Note to Applicants:
Please keep in mind that a job posted as “Open until filled” may close at any time without notice. As such, we encourage you to submit your application and all required documentation as quickly as possible to ensure consideration for the posted position.
Working at Monmouth University perks:

403(b) Retirement Plan (8% employer contribution)
Medical, Dental & Vision Insurance Benefits
Tuition Remission for employee upon hire (max of one 3 credit course per semester)
Tuition Remission for spouse or civil-union partner and IRS dependent
after one-year of full-time continuous employment
Generous Paid Time Off
Employer paid Short & Long-Term Disability
Employer sponsored Life Insurance
Employee Assistance Program (EAP), FSA, Telehealth and more

To view a full list of benefits, visit our benefits page at: Employee Benefits Information | Human Resources | Monmouth University

Department:
School of Nursing & Health Studies – PA Program

Work Schedule:
Monday through Friday

Total Weeks Per Year:
52 weeks

Hours Per Week:
36.25 hours

Expected Salary:
$24.17 per hour

Union:
OPEIU – Grade 10

Initiation fee and monthly dues

Job Posting Close Date
Open Until Filled

To apply, visit https://recruiting.ultipro.com/MON1000MON/JobBoard/d4da5ea7-24db-4f02-a484-7497ffffb76d/OpportunityDetail?opportunityId=354cba31-b53c-49ef-abc7-4078bcaf5f60

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.