Academic Services Administrator

Position Summary

The Academic Services Administrator (ASA) supports the clinical education mission of the USF College of Nursing by managing the day-to-day onboarding and clinical clearance coordination for undergraduate nursing students. A core accountability of this role is ensuring that all clinical groups are fully cleared to attend clinical rotations on time, which is achieved by submitting complete and accurate clinical clearance documentation to partner sites ahead of established deadlines. Working closely with clinical education faculty and clinical partners, the ASA ensures that students meet all compliance and onboarding requirements before entering clinical sites each semester. This role is an integral part of a collaborative team and provides an opportunity to develop expertise in clinical placement operations, compliance systems, and partner relationship management, with strong potential for advancement into a future clinical coordination leadership role as the program grows.

Student Onboarding and Compliance – 65%

• Serves as the primary point of contact for undergraduate student onboarding and clinical clearance each semester. The overarching goal of this section is to ensure every clinical group is cleared and ready to attend clinical on time. Responsibilities include:
• Collect, review, and track clinical onboarding documentation per site requirements.
• Take primary accountability for ensuring all clinical groups are cleared to begin clinical rotations on time; submit complete and accurate clinical clearance documentation to each partner site by established deadlines, tracking submission status and following up proactively to resolve any outstanding requirements.
• Maintain accurate, up-to-date records of student clearance status within designated tracking systems.
• Communicate onboarding requirements, timelines, and status updates to students and faculty in a clear and timely manner.
• Manage and maintain the Canvas clinical onboarding course, including updating site-specific requirements and adding evaluation survey links each semester.
• Triage onboarding issues and escalate complex compliance or access problems to your supervisor and program leadership (as appropriate).

Clinical Placement Support – 20%

• Collaborate and coordinate with undergraduate clinical education faculty and simulation/lab faculty to verify student course enrollment and clinical level, and to assign individual students to clinical opportunities based on course level, student needs, and site availability.
• Maintain up-to-date placement records and communicate confirmed assignments to students, faculty, and clinical sites.
• Support the coordination of preceptorship assignments in partnership with clinical education faculty.

Clinical Partner Relationship Support – 10%

• Foster positive working relationships with clinical agency representatives and serve as a professional point of contact for day-to-day site communications.
• Escalate issues requiring higher-level negotiation or site development to your supervisor and program leadership (as appropriate). 
• Support outreach to community health partners as directed.

Administrative and Reporting – 5%

• Complete general office and administrative tasks, including record filing, data entry, and document management.
• Assist in compiling data and preparing reports on onboarding completion rates, placement counts, and compliance status.
• Identify opportunities for continuous process improvement within onboarding, compliance, and placement support workflows, and recommend practical solutions to enhance efficiency and accuracy.
• Perform additional duties as assigned to support the mission and goals of the College of Nursing.

Minimum Qualifications

This position requires a Master’s degree in education or a field of study related to the academic program, or a Bachelor’s degree in those same fields with a minimum of two years of experience.

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications

• Master’s degree in Business Administration, Health Administration, Public Health, or a closely related field (required; see minimum qualifications above).
• Prior experience in an academic health sciences environment (college or university).
• Familiarity with Learning Management Systems such as Canvas.
• Experience with clinical placement or compliance tracking platforms (myClinicalExchange, Castlebranch, Complio, Tajecsys)
• Strong organizational skills and demonstrated ability to manage multiple concurrent deadlines.
• Proficiency with Microsoft Office Suite, especially Microsoft Excel, and database management tools.

Knowledge, Skills and Abilities

• Strong written and verbal communication skills; ability to interact professionally with students, faculty, and external clinical partners.
• High attention to detail and accuracy in maintaining compliance records.
• Ability to prioritize workload, manage competing deadlines, and adapt to changing semester timelines.
• Collaborative team orientation with the ability to work independently when needed.
• Commitment to providing a positive student experience and supporting clinical education goals.