Clinical Affiliation Specialist

Position Title Clinical Affiliation Specialist Job Summary The Clinical Affiliations Specialist coordinates the development and execution of affiliations and related documents between the College and external partners for clinical rotations. The incumbent tracks contracts, coordinates renewals, processes preceptor payments, and provides operational support to the Senior Director of Operations. Knowledge, Skills and Abilities Ability to work collaboratively and cooperatively with diverse units and personalities internally and externally. Familiarity with basic contract language, terms, and clauses. Provides high‑quality customer service and maintains professional communication with faculty, campus administrators, and industry representatives. Well organized with the ability to set priorities and meet deadlines. Can handle multiple projects and tasks simultaneously. Works independently under pressure and knows when to seek supervisory support. Proficient with a variety of computer programs, including Microsoft Office. Detail‑oriented with accuracy and consistency, requiring minimal supervision. Advanced Excel user capable of creating and managing complex spreadsheets. Required Qualifications BA/BS degree required. Any combination of education, training, or experience that provides the required knowledge, skills, and abilities acceptable. Two to four years of clerical office experience. Preferred Qualifications Bachelor’s Degree in Business Administration, Organizational Management, Legal Theory, or a related field strongly preferred. Two to four years of project coordination experience in a large, high‑volume office setting. Prior experience with contract management highly preferred. Responsibilities Coordinate the timely setup, execution, and maintenance of facility and individual preceptor affiliation agreements for all College of Veterinary Medicine clinical education sites. Ensure compliance with affiliation agreement timelines and institutional policies. Act as a liaison during negotiation and review of contracts and agreements with clinical rotation sites and individual veterinary preceptors. Monitor and track the full contract lifecycle, including initial setup, renewals, and amendments. Serve as the primary point of contact within the College for all affiliation agreement–related inquiries and ensure accurate and timely communication with relevant University departments and stakeholders. Maintain the College’s databases and software systems used to track hospital and clinical site affiliations, ensuring accurate and up‑to‑date records of veterinary clinical preceptors and adjunct faculty. Support data integrity, compliance, and reporting functions to meet accreditation standards and programmatic requirements. Collaborate with assigned departments to process payments to preceptors, affiliated hospitals, independent contractors, and vendors in accordance with approved contracts and procurement and accounts‑payable guidelines. Provide support for special projects within the Clinical Relations Department as assigned by the supervisor and participate in cross‑training with Clinical Relations Coordinators to offer overflow support during peak periods. Develop, compile, and disseminate reports relevant to the Clinical Relations Department, including accreditation documentation and updates for College Administration, ensuring timely and accurate reporting to support program compliance and strategic decision‑making. Work Schedule Normal business hours with occasional overtime. Monday – Friday, 8:00 a.m. to 5:00 p.m. Benefits Competitive salary. Generous paid time off. Insurance plans. Reimbursement programs. Retirement benefits. Pay Minimum $28.00 per hour. Maximum $31.25 per hour. Physical Demands Essential functions require frequent use of hands to operate a PC, occasional lifting of up to 10 pounds, sitting, standing, walking, stooping, and hearing. Reasonable accommodations may be available for individuals with disabilities. Work Environment Typical office setting with low to moderate noise level. Equal Opportunity Statement (EEO) It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender, marital status, sexual orientation, disability, pregnancy, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within WesternU, including hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time. Application Documents Resume (Required) Cover Letter (Optional) Letters of Recommendation (Optional) Supplemental Questionnaire for Applicant (Optional) Additional Applicant Documents (Optional) Required License/Certification (Optional) #J-18808-Ljbffr Western University of Health Sciences