University Support Services, LLC
in Billings, MT
Type: Full-Time
Salary: $51,000 - $60,000 per year
Posted: [contact details available in the full listing]
Category: Health and Medical Services
Priority
The Program Coordinator plays a critical role in supporting clinical education operations by ensuring all required documentation for students participating in clinical sciences programs is accurately processed and submitted within established timelines. This includes, but is not limited to, letters of good standing, health assessments and immunizations, transcripts, standardized test scores, clinical evaluations, and clerkship applications. The role also works to ensure all clinical faculty are…
credentialed working in conjunction with each site.
The role ensures compliance with University and hospital partner requirements while delivering exceptional customer service to students and affiliated institutions. The Program Coordinator proactively identifies and resolves documentation or credentialing issues to support student progression and success.
This role will be reporting to the Assistant Director, Hospital Partnerships & Operations.
Essential Functions
- Submit all required documentation to preceptors/hospital partners for students participating in clinical rotations, including credentialing and compliance materials.
- Clinician Nexus
- MyClinicalExchange
- New Innovations
- Other systems
- Submits and processes all preceptor credentialing for each site.
- Maintain and update sites weekly to reflect documentation requirements and ensure adherence to deadlines.
- Update and maintain hospital rosters to reflect student placements, additions, and removals.
- Ensure all documentation is accurately archived.
- Verify that all health documentation is current and valid prior to the start of each clerkship.
- Proactively track and follow up on outstanding documentation required for clerkship eligibility.
- Review clinical assessments and route completed evaluations for final review and grading. Ensure clinical assessment forms are received within 30 days of clerkship completion and follow-up as needed.
- Ensuring hospital inquiries are addressed within 24–48 business hours.
- Confirm that all students are fully credentialed prior to the start of clinical clerkships.
- Ensure all preceptors are credentialed and work with each clinical site on credentialing.
- Prepare and distribute official correspondence to students regarding documentation, compliance, and credentialing requirements.
- Utilize institutional systems to perform data entry and reporting functions.
- Identify emerging student needs and recommend process improvements to enhance operational efficiency and student satisfaction.
- Develop, document, and maintain standard operating procedures and process guidelines.
- Collaborate with leadership, legal, regulatory, and other stakeholders to ensure compliance and operational excellence.
Additional Responsibilities
- Provide coverage for financial aid operations as needed to ensure uninterrupted service to students, staff, hospital/clinic partners.
- Support institutional initiatives and special projects as assigned.
- Represent clinical education operations in institutional meetings.
- Perform other duties and special projects assigned by leadership.
This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.
Essential Knowledge, Skills & Abilities
- Strong organizational skills with the ability to manage multiple deadlines and priorities.
- Proficiency in Microsoft Office Suite, internet applications, and database systems; experience with Banner and clerkship management systems preferred.
- Excellent written and verbal communication skills with the ability to convey information clearly to students, administrators, and hospital partners.
- Demonstrated ability to work independently and collaboratively in a team environment.
- Strong attention to detail and commitment to accuracy and compliance.
- Professional demeanor demonstrating integrity, maturity, and accountability.
- Service-oriented mindset with strong problem-solving and interpersonal skills.
- Ability to influence, persuade, and build effective working relationships across diverse stakeholders.
Qualifications
- Bachelor’s degree required. Relevant experience in medical education or high-volume customer service may substitute for degree requirements.
- 2–4 years of experience in education, residency program coordination, medical education, or customer service preferred.
Work Environment
- Primarily office-based role/remote in a collaborative and dynamic environment.
- Work is performed at a workstation and may involve periods of sustained computer use.
Hours & Travel
- Standard full time work week.
- Overtime may be required during peak periods.
