Senior Program Coordinator, Medicine Clerkship

Senior Program Coordinator, Medicine Clerkship

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Administrative Assistants

Type: Full-Time

Posting Number: req25489

Department: Medicine

Location: Tucson Campus

Address: 1501 N. Campbell Avenue Tucson, Tucson, AZ 85724 USA

Position Highlights

The Department of Medicine at the University of Arizona College of Medicine - Tucson seeks a highly organized professional to serve as Senior Program Coordinator (Health and Medical Education Program Professional II) for the Medicine Clerkship and Sub-Internship programs. This position provides operational and administrative support for the Medicine Clerkship (approximately 160 third-year medical students) and Sub-Internship program (approximately 40 senior medical students) across multiple clinical training sites. The role assists in coordinating rotation schedules, student assessments, credentialing processes, and curricular activities while ensuring compliance with institutional policies and accreditation standards. The Senior Program Coordinator serves as a key resource for faculty, students, and staff, supporting the delivery of high-quality clinical education and program operations. 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; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

Clerkship Operations and Curriculum Coordination:

• Coordinate clerkship rotation schedules, including clinical assignments and didactic sessions, resolving scheduling conflicts to ensure smooth program delivery.
• Participate in orientation sessions for each clerkship rotation period, including preparation of materials and communication with students, faculty, and preceptors. Distribute teaching and curricular materials, assist in developing, updating, and communicating clerkship policies and procedures to enhance program efficiency, compliance, and student experience.
• Track student compliance with rotation objectives, attendance, and completion of required activities. Serve as point of contact for student questions and concerns, escalating issues to higher-level staff as appropriate. Assist with student credentialing at clinical sites, ensuring all required documentation is completed prior to rotation start dates.
• Monitor student participation across affiliated clinical sites to ensure adherence to College of Medicine policies and clerkship objectives. Collect and compile operational and participation data, including student attendance, rotation completion, and scheduling effectiveness, to support day-to-day clerkship management.

Student Assessment, Grading, and Academic Records:

• Collect and track student evaluations, assignments, and performance metrics using medical education management systems including OASIS, New Innovations, and MedLearn.
• Administer and proctor National Board of Medical Examiners (NBME) subject exams, ensuring accurate reporting of results.
• Compile and monitor student performance data for review by the Clerkship Director, identify trends for completion of required assessments, grade tracking, and support submission and posting of final grades.

Sub-Internship Operations and Student Coordination:

• Administer operational and administrative functions for the Sub-Internship program, serving as administrative contact for participating senior students, faculty, and clinical sites in conjunction with Sub-Internship Director.
• Coordinate rotation logistics, onboarding activities, and site credentialing requirements to align with curricular objectives and accreditation standards.
• Respond to student inquiries, distribute program materials, and assist with collection and tracking of student evaluations.
• Maintain rotation records and assessment tracking using OASIS and New Innovations.

Program Administration, Compliance, and Systems:

• Maintain program documentation, operational data, and reports required for accreditation and institutional review.
• Ensure ongoing compliance with LCME standards and College of Medicine policies.
• Collect, analyze, and report 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:

• Support administrative actions necessary to assist clerkship operations, including assisting with budget monitoring and assessment of program needs.
• Provide guidance to faculty and staff on clerkship-associated web-based software systems, including OASIS, New Innovations, MedLearn, and myClinicalExchange.
• Serve as a resource for students, faculty, and staff regarding clerkship-related inquiries or operational concerns.
• Represent the Clerkship Director and Sub-Internship Director as needed in departmental or program-related meetings and participate in local or institutional medical education committees to support program objectives.

Knowledge, Skills & 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 three (3) 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: $53,039-$66,299

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade: 7

Career Stream and Level: PC2

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

Special Instructions to Applicant: Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission. If invited for an interview, please provide three professional references.