Lead Program Coordinator, Medicine Clerkship
Lead Program Coordinator, Medicine Clerkship
Company: The University of Arizona
Job Location: Tucson, 85724
Category: Other Administrative Positions
Type: Full-Time
Posting Number: req25488
Department: Medicine
Location: Tucson Campus
Address: Tucson, AZ USA
Position Highlights
The Department of Medicine at the University of Arizona College of Medicine - Tucson seeks a highly experienced professional to serve as Lead Program Coordinator (Health and Medical Education Program Professional III) for the Medicine Clerkship and Sub-Internship programs. The Lead Program Coordinator independently manages the operational infrastructure of the Medicine Clerkship, supporting the clinical education of approximately 160 third-year medical students, and the Sub-Internship program, supporting approximately 40 senior medical students, across multiple affiliated training sites. The role coordinates complex rotation schedules, student assessments, credentialing processes, and curricular activities for both programs while ensuring compliance with institutional policies and accreditation standards established by the Liaison Committee on Medical Education. The position serves as the primary operational resource for faculty, students, and clinical sites, optimizing the delivery of high-quality clinical education and supporting continuous program improvement. Some evening hours may be required during grading periods.
Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.
Duties & Responsibilities
Clerkship Operations and Curriculum Oversight
- Independently manage the operational and administrative functions of the Medicine Clerkship, serving as the primary liaison for students, faculty, residents, and affiliated clinical training sites.
- Plan, develop, and manage complex clerkship rotation schedules, including clinical assignments and didactic sessions, resolving scheduling conflicts to ensure seamless program delivery.
- Coordinate and participate in orientation sessions for each clerkship rotation period (approximately six per year), including preparation of materials and communication with students, faculty, and preceptors.
- Develop, update, and communicate clerkship policies and procedures in collaboration with Curricular Affairs to enhance program efficiency, compliance, and student experience; coordinate distribution of teaching and curricular materials to ensure consistent delivery across rotation sites.
- Monitor student compliance with rotation objectives, attendance, and completion of required activities.
- Serve as the first point of contact for student concerns, addressing issues promptly to optimize the clerkship experience.
- Oversee student credentialing at clinical sites, ensuring all requirements are completed prior to rotation start dates.
- Collect and analyze operational and participation data, such as student attendance, rotation completion, and scheduling effectiveness, to support day-to-day clerkship management and decision-making.
Student Assessment, Grading, and Academic Records
- Manage the collection, tracking, and analysis of student evaluations, assignments, and other performance metrics using medical education management systems including OASIS, New Innovations, and MedLearn.
- Coordinate scheduling, administration, and proctoring of National Board of Medical Examiners (NBME) subject exams, ensuring compliance with testing policies and accurate reporting of results.
- Compile student performance data and prepare comprehensive clerkship summary evaluations for review by the Clerkship Director.
- Monitor completion of required assessments, match evaluations to student records, assist with grade calculation, and coordinate submission and posting of final grades in accordance with College of Medicine and university policies.
Sub-Internship Operations and Student Oversight
- Independently manage operational and administrative functions of the Sub-Internship program, serving as the primary contact for participating senior medical students, faculty, and clinical training sites in conjunction with the Sub-Internship Director.
- Manage rotation logistics, onboarding activities, and site credentialing requirements to ensure alignment with curricular objectives and accreditation standards.
- Evaluate and respond to student and faculty inquiries regarding program requirements and logistics; independently collect, track, and compile student evaluations to support the grading process, applying extensive knowledge of program standards to ensure accuracy and completeness.
- Maintain and audit rotation records and assessment data using medical education systems including OASIS and New Innovations, ensuring data integrity and compliance with program and accreditation requirements.
Program Administration, Compliance, and Systems Management
- Independently maintain and manage program documentation, operational records, and reports required to support LCME accreditation and institutional review processes, applying extensive knowledge of accreditation standards to ensure completeness and regulatory alignment.
- Monitor ongoing compliance with LCME standards and College of Medicine policies, identifying areas of risk and independently implementing corrective measures or escalating complex issues as appropriate.
- Collect and analyze program evaluation and accreditation data, including student performance summaries, clerkship completion metrics, and curricular outcomes, to support institutional reporting and continuous program improvement.
Administrative Leadership, Systems, and Stakeholder Liaison
- Review and process expenditures and administrative actions in support of clerkship operations within established parameters; assist with budget preparation, monitor program expenses, and assess future resource needs to inform planning decisions.
- Provide technical guidance to faculty and staff on clerkship-associated web-based software systems, including OASIS, New Innovations, MedLearn, and myClinicalExchange.
- Train and mentor new staff in the use of these systems and standard clerkship administrative procedures to ensure consistent application of best practices.
- Serve as the primary liaison for medical students, faculty, and residents regarding all clerkship-related inquiries, issues, or operational concerns.
- Represent the Clerkship Director and Sub-Internship Director as needed in departmental, college, or external meetings.
- Participate in local, regional, and national medical education committees, including organizations such as the Alliance for Academic Internal Medicine, to support program objectives and maintain alignment with best practices.
Knowledge, Skills, and Abilities:
- Strong computer skills (Microsoft Office, Excel, Outlook; experience with ERAS, New Innovations, MedHub, or similar systems).
- Exceptional organizational, time management, and problem-solving skills
- Ability to manage multiple complex projects with accuracy and attention to detail.
- Collaborative, with strong interpersonal and communication skills (verbal and written).
- Ability to maintain confidentiality and interact professionally with faculty, trainees, and institutional partners, and handle sensitive personnel issues.
This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.
Minimum Qualifications
- Bachelor's degree or equivalent advanced learning attained through professional level experience required.
- Minimum of five (5) years of relevant work experience, or equivalent combination of education and work experience is required.
Preferred Qualifications
- Prior experience in medical education or graduate medical education administration.
- Prior experience managing large-scale educational programs or clerkships.
- Experience with LCME accreditation requirements and medical school curriculum structures.
FLSA: Exempt
Full Time/Part Time: Full Time
Number of Hours Worked per Week: 40
Job FTE: 1.0
Work Calendar: Fiscal
Job Category: Academic Administration
Benefits Eligible: Yes - Full Benefits
Rate of Pay: $59,404 - $74,254
Compensation Type: salary at 1.0 full-time equivalency (FTE)
Grade 8
Career Stream and Level PC3
Job Family Med Education Prgm
Job Function Academic Administration
Type of criminal background check required: Name-based criminal background check (non-security sensitive)
Number of Vacancies: 1
Contact Information for Candidates Heather Hendrych, hhendrych@arizona.edu
Open Until Filled: Yes
Documents Needed to Apply: Resume and Cover Letter
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