Assistant Program Coordinator (ETS) | Temporary

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Description

The Assistant Program Coordinator provides critical administrative, operational, and data management support to the Clinical Education Team within the Emory Physician Assistant (PA) Program. This role ensures the smooth execution of the clinical year curriculum by managing clinical site contracts, maintaining preceptor and site databases, and providing executive-level administrative support to leadership. The ideal candidate is detail-oriented, highly organized, and proactive in maintaining compliance with university and accreditation standards.

KEY RESPONSIBILITIES:

Contract & Agreement Management

• Maintain, track, and process Affiliation Agreements and Clinical Site Contracts between Emory University and external healthcare systems, hospitals, and clinics.
• Coordinate with Emory’s Legal, Procurement, and Risk Management departments to initiate new agreements, manage renewals, and process amendments.
• Monitor agreement expiration dates to ensure all active clinical sites remain fully compliant and legally active prior to student placement.
• Serve as the primary administrative point of contact for external clinical site coordinators regarding legal documentation and onboarding requirements.

Preceptor & Site Data Management

• Manage and continuously update the clinical education database (CORE ELMS) containing preceptor credentials, site profiles, licensing, and contact information.
• Onboard new clinical preceptors, ensuring all necessary documentation (CVs, state licenses, board certifications) is collected, verified, and archived.

Administrative Support for PA Program Leadership

• Provide high-level administrative assistance to the Director of Clinical Education, Clinical Coordinators, and PA Program Leadership.
• Manage travel arrangements, expense reports, and event logistics for clinical faculty visits, preceptor appreciation events, or clinical orientation workshops.
• Draft, proofread, and distribute routine communications, policy updates, and newsletters to clinical preceptors and students.

Student & Program Support

• Serve as an initial point of contact for clinical year PA students regarding administrative inquiries, site compliance requirements, and document submissions.
• Coordinate the collection and archiving of student evaluation forms, preceptor evaluations, and end-of-rotation exam documentation.
• Support special events such as Clinical Year Orientation, and Graduation activities.

MINIMUM QUALIFICATIONS:

• A bachelor's degree or an equivalent combination of education, training and experience.
• Exceptional organizational skills with precise attention to detail.
• Strong written and verbal communication skills for professional interaction with healthcare executives, physicians, faculty, and students.
• Ability to handle confidential, sensitive information in compliance with regulations.
• Strong problem-solving abilities and skill in prioritizing multiple deadlines in a fast-paced environment.
• Performs related responsibilities as required.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.

The Assistant Program Coordinator provides critical administrative, operational, and data management support to the Clinical Education Team within the Emory Physician Assistant (PA) Program. This role ensures the smooth execution of the clinical year curriculum by managing clinical site contracts, maintaining preceptor and site databases, and providing executive-level administrative support to leadership. The ideal candidate is detail-oriented, highly organized, and proactive in maintaining compliance with university and accreditation standards.

KEY RESPONSIBILITIES:

Contract & Agreement Management

• Maintain, track, and process Affiliation Agreements and Clinical Site Contracts between Emory University and external healthcare systems, hospitals, and clinics.
• Coordinate with Emory’s Legal, Procurement, and Risk Management departments to initiate new agreements, manage renewals, and process amendments.
• Monitor agreement expiration dates to ensure all active clinical sites remain fully compliant and legally active prior to student placement.
• Serve as the primary administrative point of contact for external clinical site coordinators regarding legal documentation and onboarding requirements.

Preceptor & Site Data Management

• Manage and continuously update the clinical education database (CORE ELMS) containing preceptor credentials, site profiles, licensing, and contact information.
• Onboard new clinical preceptors, ensuring all necessary documentation (CVs, state licenses, board certifications) is collected, verified, and archived.

Administrative Support for PA Program Leadership

• Provide high-level administrative assistance to the Director of Clinical Education, Clinical Coordinators, and PA Program Leadership.
• Manage travel arrangements, expense reports, and event logistics for clinical faculty visits, preceptor appreciation events, or clinical orientation workshops.
• Draft, proofread, and distribute routine communications, policy updates, and newsletters to clinical preceptors and students.

Student & Program Support

• Serve as an initial point of contact for clinical year PA students regarding administrative inquiries, site compliance requirements, and document submissions.
• Coordinate the collection and archiving of student evaluation forms, preceptor evaluations, and end-of-rotation exam documentation.
• Support special events such as Clinical Year Orientation, and Graduation activities.

MINIMUM QUALIFICATIONS:

• A bachelor's degree or an equivalent combination of education, training and experience.
• Exceptional organizational skills with precise attention to detail.
• Strong written and verbal communication skills for professional interaction with healthcare executives, physicians, faculty, and students.
• Ability to handle confidential, sensitive information in compliance with regulations.
• Strong problem-solving abilities and skill in prioritizing multiple deadlines in a fast-paced environment.
• Performs related responsibilities as required.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.