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University of San Diego
  • Position Number: 1752959
  • Location: San Diego, CA
  • Position Type: Executive Assistants

Executive Assistant Clinical Placements; School of Nursing

Posting #

Department Description:
The Hahn School of Nursing and Health Science is a community of progressive scholars in an intellectually rigorous, research intensive environment. The School educates graduate level nurses to optimize health, promote healing, and alleviate suffering through reflective practice, knowledge generation, service to the community, and leadership at local and global levels. We seek to deepen our commitment to social justice by influencing health policy and by promoting an ethical approach to Nursing characterized by compassion and respect for the dignity of the individual.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.

Detailed Description:
The Executive Assistant to the Clinical Placement Coordinators (CPC) provides support to the CPCs in placing students in clinical placements. This involves managing Memorandum of Understanding (MOUs) with the clinical sites and agencies, maintaining current liability insurance certificates, managing students and faculty compliance with Health Requirements through Complio and San Diego Nursing Education Consortium, preparing documents specific to each nursing program and clinical site/agency. The EA manages and coordinates special appreciation events for the preceptors as requested by the CPCs.

Administrative Support to the Placement Coordinators Percent of Time:
  • Assist the CPCs with placement requests, affiliation agreements and required paperwork.
  • Attend Consortium and other appropriate meetings/conferences to monitor agency requirements and request processes.
  • Support CPCs with ongoing communication with personnel at clinical practice settings and health care organizations/agencies in identifying possible preceptors for specific clinical course semesters.
  • Coordinate the annual preceptor recognition function and/or semester appreciation gifts.
  • Communicate up-to-date program information to continuing and prospective preceptors as directed by program directors/coordinators or faculty when necessary.
  • Facilitates new preceptor orientation and paperwork.
  • Process letters-of-agreement as appropriate
  • Maintain required health requirement SON policies in Student Handbook for all programs, MEPN, CNS, ENL, NP, and HCI

    Student and Faculty Compliance Percent of Time:
  • Maintain and manage Complio database and provide ongoing monitoring of health requirements for all SON students and faculty to ensure compliance with healthcare agencies
  • Complete regular audits and provide detailed reports on compliance of student and faculty health requirement to SON Associate Deans, Directors/Coordinators
  • Monitor student and clinical faculty background checks and drug screens for all accounts including those flagged accounts. Notify Associate Deans or Director/Coordinators of each program of flagged accounts.
  • Provide individual and group trainings on compliance software and background check/drug screen process.
  • Share health documentation with clinical sites as appropriate

    Data Management:
  • Collecting, Organizing and Reporting Percent of Time:
  • Manages and monitors database of clinical placements across programs including student assignments, related hours and faculty interaction.
  • Maintains up-to-date preceptor listings and files including license/certification information.
  • Maintain and monitors interagency contracts in the university repository and alert CPCs on expiring contracts.
  • Maintain student/agency special requirement records and file accurate, comprehensive, and timely reports with each healthcare organization and agency.
  • Assist with outside surveys/reports.

    Job Requirements:
    Minimum Qualifications:
  • Bachelor's Degree or equivalent experience
  • 2 years of experience in higher education or administration.
  • Outstanding interpersonal skills
  • Intermediate to advanced computer knowledge, MS Office suite, Google
  • Ability to maintain confidentiality
  • Ability to communicate in a calm, professional and effective manner
  • Self-starter
  • Ability to work collaboratively
  • Strong written and verbal communication skills
  • High level of attention to detail
  • Strong organizational, administrative and problem-solving skills
  • Ability to maintain strict confidentiality and FERPA regulations
  • Ability to maintain punctuality and consistent attendance record.

    Preferred Qualifications:
  • Experience in Nursing Education.
  • Working knowledge of San Diego County Health Care Agencies, Practice Settings and Institutions.

    Performance Expectations - Knowledge Skills and Abilities:
    Familiarity with each program's objectives, course sequencing and individual course clinical requirements.
    General front office backup support to phones and walk-ins.

    Background check: Successful completion of a pre-employment background check.

    Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

    Posting Salary: $21.00 - $22.70 per hour; Excellent Benefits.

    The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

    Special Application Instructions: Resume and Cover Letter Required
    Visit to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

    Additional Details:
    Hours: 37.5 per week

    Closing date: January 17, 2020

    Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

    The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

    The University of San Diego is a smoking and tobacco-free campus. For more information, visit

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