Clinical Scheduling and Enrollment Specialist

The Clinical Scheduling and Enrollment Specialist is responsible for coordinating clinical rotation schedules, tracking externship placements, and managing visiting student logistics within the Doctor of Veterinary Medicine (DVM) program. This role oversees student registration and schedule adjustments, maintains accurate records of clinical students, and conducts enrollment audits to ensure compliance with academic requirements. The position also facilitates the scheduling and orientation of visiting students from partner institutions and the AVMA Visiting Student Program, and manages clinical absence requests in collaboration with clinical supervisors to support continuity in student participation.

Key Responsibilities:

Clinical Rotation Scheduling:

• Manage student registration for clinical courses and rotations, ensuring accuracy and compliance with program requirements.
• Coordinate and process rotation schedule changes, working closely with the various services in the Veterinary Medical Center.
• Maintain up-to-date records of student schedules and ensure timely communication of changes to relevant stakeholders.
• Maintain accurate records of student externships and approved clinical externship sites.
• Conduct enrollment audits to ensure compliance with program requirements and identify discrepancies or issues requiring resolution.

Visiting Student Administration:

• Manage scheduling logistics for visiting students from partner institutions and the AVMA Visiting Student Program, ensuring alignment with institutional policies and clinical availability.
• Coordinate orientation processes for visiting students, ensuring comprehensive review of college and university policies, hospital protocols, and facility access procedures.

Student Absence Management:

• Process and track student absence requests during clinical rotations, ensuring accurate records and compliance with attendance policies and documentation requirements.
• Communicate with clinical supervisors regarding absence requests and necessary schedule adjustments.

Licensure and NAVLE Coordination:

• Facilitate student scheduling for the North American Veterinary Licensing Examination (NAVLE) and other licensure-related processes.
• Serve as the primary point of contact for students regarding licensure requirements, deadlines, and documentation.
• Serve as the liaison with licensing boards and examination bodies to ensure compliance with state and national regulations.

Minimum Qualifications:

• Bachelors degree in education administration, health professions education, veterinary/medical sciences, or a related field.
• Experience in academic scheduling or student services, preferably in a higher education or clinical education setting.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to work collaboratively with students, faculty, and clinical staff.
• Attention to detail and accuracy in maintaining records and processing schedule changes.
• Proficiency with student information systems, scheduling tools, and Microsoft Office Suite (especially Excel and Outlook).
• Ability to handle confidential information with discretion and in accordance with institutional policies.

Desired Qualifications:

• Experience working in a veterinary, medical, or health professions education environment.
• Familiarity with clinical rotation scheduling, externship coordination, and academic policy compliance.
• Knowledge of accreditation standards and program requirements for veterinary education.
• Experience working with visiting student programs or inter-institutional scheduling.
• Familiarity with absence management systems and student support processes.

Target Salary Range: $20.24 - $26.44 per hour; commensurate with experience, internal equity, the units available budget, and the candidates qualifications.