Clinical Operations Specialist

Clinical Operations Specialist Job Title: Clinical Operations Specialist Department: Clinical Financial Operations Reports To: Executive Director, Clinical Financial and Operations and Network Development Location: Great River, New York Position Summary This position coordinates the administrative and financial processes supporting Rocky Vista University (RVU) and St. George’s University (SGU) clinical training network. Responsibilities include administering preceptor and clinical site agreements, maintaining current affiliation agreement records in Salesforce, preparing weekly payment submissions, supporting monthly clinical cost and accrual reviews, and coordinating housing agreements and related financial activity. The position works closely with Clinical Education Operations, Academics, Accounting, Legal, and campus teams across Colorado, Utah, and Montana to align agreement administration and financial processes with clinical education needs. Essential Responsibilities Preceptor and Clinical Site Agreements · Coordinate the preparation, review, approval, and execution of affiliation agreements with clinical sites and individual preceptors, using approved templates and established approval procedures. · Collect and maintain Forms W-9 and other documentation required for vendor setup and payment processing. · Track agreement status, outstanding documentation, expiration dates, and renewal requirements. · Maintain organized, accessible agreement records and supporting documentation. · Work closely with Clinical Education Operations and Academics to ensure affiliation agreements align with clinical placement needs, academic requirements, and campus priorities; clarify responsibilities and handoffs with Legal and Accounting. · Keep Salesforce current with all affiliation agreement activities, including outreach, communications, review and approval status, execution, amendments, renewals, and follow-up actions. · Maintain accurate agreement details, key dates, supporting documents, and activity history in Salesforce; identify incomplete records and coordinate timely updates with the appropriate teams. Weekly Clinical Payments · Generate preceptor and clinical site payment reports from New Innovations. · Confirm payment eligibility by reviewing completed evaluations, required tax documentation, applicable payment tiers, and rotation duration. · Validate rotation weeks and payment calculations, document necessary adjustments, and resolve discrepancies with the appropriate teams. · Verify preceptor and vendor information to support accurate payment processing. · Prepare and submit weekly payment files and supporting documentation to Accounting. · Reconcile payments issued against submitted payment files, investigate outstanding items, and maintain controls to prevent duplicate payments. · Respond to payment inquiries and coordinate resolution of delays or errors. Financial Operations · Work in conjunction with the Executive Director to review monthly clinical rotation costs and accruals, assess spending trends, and identify items requiring follow-up or adjustment. · Prepare monthly clinical cost summaries by campus, clinical site, and preceptor, as applicable, to support financial review, planning, and decision-making. · Validate rotation dates, weeks, contracted payment rates, and expected costs against clinical rotation records and agreement terms. · Identify completed or ongoing rotations with costs incurred but not yet paid, and prepare supporting accrual schedules for the applicable accounting period. · Reconcile expected clinical costs against payment records and prior accrual schedules; identify unpaid obligations, duplicate amounts, and accruals requiring adjustment or release. · Prepare and submit monthly accrual schedules and supporting documentation to Accounting by established month-end close deadlines; coordinate corrections and retain records of approved adjustments. · Analyze changes in monthly costs and, where available, variances against budget or forecast; explain the impact of rotation volume, payment rates, timing differences, and other cost drivers. · Investigate discrepancies with Accounting, Clinical Education Operations, and Academics, and track unresolved items through resolution. · Support the Executive Director in evaluating the financial impact of new or amended affiliation agreements, rate changes, and anticipated rotation volumes. · Identify opportunities to improve financial reporting, cost visibility, and payment controls; provide information needed for budget development and forecasts. Housing Agreements and Financial Administration · Maintain housing agreements and track payment terms, renewal dates, and outstanding obligations. · Coordinate housing payments and prepare supporting documentation for Accounting. · Prepare housing accrual schedules and reconcile expected expenses against payments issued. · Work with campus teams and housing providers to resolve agreement or payment issues. The scope of housing responsibilities will be finalized following review of the current process. Process Documentation and Improvement · Maintain written procedures, reporting instructions, payment calendars, and complete records of approvals and adjustments. · Identify opportunities to improve data accuracy, vendor matching, reporting consistency, and payment timeliness. · Coordinate consistent practices across Colorado, Utah, and Montana while accommodating documented campus requirements. · Support cross-training and backup coverage for recurring processes. · Maintain confidentiality and appropriate access controls for financial, tax, contractual, and student information. Other Duties · Provide coverage for core clinical operations functions as needed to maintain uninterrupted service to students and staff. · Perform other related duties and special projects assigned by the Clinical Education Operations leadership team This description is not intended to be all-inclusive. The position may perform other related duties to meet the ongoing needs of the department and institution. Education Bachelor’s degree required. Paralegal training or experience preferred. Measures of Success · Accurate weekly payment submissions and monthly accrual schedules delivered within established deadlines. · Complete, current agreement and payment records, including timely updates to Salesforce. · Prompt resolution of payment discrepancies and outstanding items. · Effective duplicate-payment controls and reliable vendor matching. · Documented procedures and dependable coordination across campuses. · Reliable monthly clinical cost reporting and accrual reconciliation, with timely identification and resolution of variances. The anticipated salary range for this position is $68,000 - $78,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per local law.