Senior Program Coordinator, Clerkships

About this role

Job Profile: Academic Advisor 4 Job Family: Academic Advising Time Type: Full time Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications: Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved. Job Description: The Senior Program Coordinator, Clerkships is responsible for the centralized coordination and operational management of the clerkship phase of the Doctor of Medicine (MD) curriculum. This position supports Transition to Clerkships and all required clerkships, serving as the primary administrative point of contact for clerkship operations, working collaboratively with Clerkship Directors, clinical faculty, clinical site coordinators, students, clinical affiliates, and institutional leadership.

The Senior Program Coordinator, Clerkships oversees student scheduling and rotation logistics, clinical site onboarding and credentialing, accreditation-related processes, clerkship communications, curriculum support, and continuous quality improvement activities. The position ensures that clerkship operations comply with Liaison Committee on Medical Education (LCME) accreditation standards, John Shufeldt School of Medicine and Medical Engineering policies, and established clinical education processes. 

This position reports to the Senior Director of Medical Education.

Salary Range : $54,600 to $75,000 annually; DOE

Essential Duties:

Daily Operations • Coordinate curricular operations for all required clinical courses in the clerkship phase.

• Serve as the primary administrative point of contact for all clinical courses in the clerkship phase.

• Partner with Clerkship and Transitions Directors to ensure successful delivery of each clerkship.

• Develop, maintain, and distribute clerkship calendars, schedules, and operational timelines.

• Coordinate student clerkship orientation materials and clerkship communications.

• Organize clerkship meetings and maintain meeting documentation and action items.

• Maintain and update rotations, activities, learning events, assignments, and reports in the learning management system.

• Communicate schedules, deadlines, policies, and clerkship or course expectations.

• Respond to routine student questions and direct complex issues to appropriate leadership.

• Manage the Shufeldt-related duties of HonorHealth clinical site coordinators as it relates to the clerkship phase.

Student Scheduling and Clinical Rotations • Assist with the Applied Clinical Skills (ACS) and clerkship scheduling process, including administration of the student scheduling lottery, assignment of rotation schedules and sites.

• Assign and maintain student clinical rotation schedules across all clerkships and ACS.

• At the direction of the Senior Director of Medical Education, coordinate schedule changes, site assignments, and rotation adjustments while maintaining equity and institutional policies.

• Maintain accurate rotation records and scheduling databases.

• Submit and track student credentialing requests through MyClinicalExchange and other clinical partner onboarding systems.

• In collaboration with Shufeldt School Registrar, coordinate completion of onboarding requirements for all clinical affiliates.

• In collaboration with Shufeldt School Registrar, regularly audit schedules in the LMS for consistency, accuracy, gaps, and redundancies; ensure student schedules meet clerkship graduation requirements.

• Serve as point of contact with clinical site coordinators regarding onboarding and placement logistics.

Clerkship Support • Collaborate with Clerkship Directors to organize and maintain clerkship operations.

• Assist with development, formatting, and annual updates of clerkship syllabi.

• Coordinate clerkship learning materials and required student resources.

• In partnership with Instructional Designers, assist with implementation of curricular improvements and new clerkship initiatives.

• In collaboration with clinical site coordinators, coordinate educational activities, orientation sessions, and required clerkship meetings.

• Coordinate scheduling of leadership visits to clinical education sites.

• Serve as point of contact between the medical school and affiliated clinical training sites.

• Maintain current contact information for clerkship sites and educational partners.

• Organize and track faculty requirements as it relates to faculty appointments and preceptorship of students.

• Support development and maintenance of positive relationships with clinical affiliates.

• Proctor exams in collaboration with the Office of Assessment and Evaluation.

Accreditation, Compliance, and Quality Assurance • Support compliance with LCME accreditation standards and DCI adherence related to clinical education.

• Implement and maintain ASU John Shufeldt School of Medicine and Medical Engineering clerkship processes established for accreditation.

• Track completion of required clerkship assignments and educational activities.

• Monitor student duty hours and prepare regular compliance reports.

• Maintain documentation supporting accreditation and continuous quality improvement efforts.

• Assist with preparation of reports and documentation for accreditation, committees, program evaluation, and strategic planning.

Administrative Responsibilities • Develop standard operating procedures and workflow documentation.

• Maintain confidentiality of student educational records in accordance with FERPA and institutional policies.

• Perform other duties as assigned in support of undergraduate medical education.

Desired Qualifications: • Three or more years of experience supporting clerkship administration in undergraduate medical education.

• Experience managing a team.

• Experience with LCME accreditation standards and clinical education complianc

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