Clerkship Program Coordinator

St. Joseph Hospital & Medical Center; United States; On-site; USD 45,000 - 70,000; Full time

Job summary

Saint Joseph's Hospital and Medical Center in Phoenix, AZ is seeking a Clerkship Program Coordinator to lead graduate medical education clerkships and rotations within BNI Academic Affairs. You will ensure accreditation continuity, work with program directors, and maintain compliant, efficient operations in a busy medical education office.

You will manage onboarding, records, and eligibility across rotations, collaborating with preceptors, schools, and GME staff to develop schedules and

Qualifications

• Associates Degree in a related field required (experience may be accepted in lieu of degree)
• Three to five (3-5) years of office administration experience
• Bachelor’s Degree in related field preferred
• Office administration experience in a healthcare environment preferred

Responsibilities

• Provide essential management and oversight for graduate medical education clerkships and rotations within BNI Academic Affairs.
• Ensure continued accreditation and operational excellence; partner with program directors to maintain compliance with accreditation and institutional standards.
• Build and maintain electronic and physical student personnel records; manage onboarding documents and eligibility to work at affiliated sites.
• Coordinate scheduling, rotation development, and evaluations with preceptors and medical schools; determine processes and procedures for smooth operation of rotations.

Skills

Office administration

Education

Associates Degree in related field

Bachelor’s Degree in related field

Job description

Where You'll Work

Hello Humankindness: Join a Legacy of Healing at Saint Joseph's Hospital and Medical Center (SJHMC)

Ready to make a real difference? Join SJHMC in Phoenix AZ., a 571-bed nonprofit founded by the Sisters of Mercy over 125 years ago. We're more than a hospital; we're a global destination for life-changing care, embracing patients with humankindness.

Here, your calling will flourish. We're not just a workplace; we're a community dedicated to a mission of service.

Leaders in Specialized Care:

• Barrow Neurological Institute (BNI): A world-renowned center for groundbreaking neurological research and innovative treatments.
• Norton Thoracic Institute (NTI): A national leader in advanced thoracic care with pioneering surgical techniques.
• Level I Trauma Center: One of Arizona's busiest ERs, providing immediate, comprehensive care for critically injured patients 24/7.

Why SJHMC?

• Culture of Excellence & Well-being: We care for our people, fostering professional and personal growth.
• Community & Collaboration: Be part of a network committed to global health and well-being.
• Join a Legacy, Shape a Future: Over 20% of our patients travel internationally for our specialized care.

This is an invitation to join a family of dedicated professionals at the forefront of medical innovation, united by the power of humankindness.

Job Summary and Responsibilities

As our Clerkship Program Coordinator, you will provide essential management and oversight for graduate medical education student clerkships and rotations within BNI Academic Affairs, helping ensure continued accreditation and operational excellence.Every day you will serve as the administrative leader for our clerkship programs, partnering with program directors to maintain compliance with accreditation and institutional standards and keeping program operations running smoothly in a busy office.To be successful in this role, you will be highly focused on details and deadlines while staying flexible enough to respond to changing demands. You will communicate well with program directors and students, understand accreditation requirements, and demonstrate behavior consistent with our mission and core values.

Manages students onboarding included but not limited to obtaining immunization records, drug screenings, HIPAA compliance module certifications, letters of good standing, criminal background checks, and other pertinent documents similar to a new hire onboarding. Building and maintaining electronic and physical student personnel records. Solely responsible for ensuring students eligibility to work at all necessary facilities associated with rotations at BNI and its affiliated sites.

Assists security in issuing/deactivating ID/proximity badge for visiting students. Creates access profiles and privileges in multiple database and hospital network interfaces for each visiting learner. Audits and terminates privileges based on completion or release of learner.

Works closely with BNI Academic Affair staff and leadership, preceptors, medical schools contacts, and other GME staff for scheduling, rotation development, and facilitating completion of evaluations. Works independently once rotations are developed to determine processes, rotation instructions, and procedures for the smooth operation of those rotations.

Maintain accurate records of the entire clerkship program including but not limited to schedule changes, rotation durations, cancellations, sick calls, days off requests, etc. Develops and is responsible for maintaining rotation instructions in collaboration with preceptors/sites, and ensures all students have received specific rotation instructions and expectations, and didactic conference schedules. Instructions are highly specialized and include but are not limited to goals and objectives, specialty instructions for secured areas of the facility, and prerequisite reading. Materials are obtained by clerkship and distributed accordingly.

Assists with relationship management for all preceptor groups. Create new relationships when necessary. Occasionally this will require off site development meetings outside of normal business. Represent designated clerkship(s) at unit/college/campus/clinical site meetings and other meetings, provide information, offer recommendations, and advance the interests of the program.

Independently manages contracting of student affiliation agreements. Auditing and maintaining all contract current for rotating medical students. Independently resolves workplace concerns, issues, needs, and/or complaints from students. Responsible for ensuring positive working relationships and appropriate workplace environments for all students.

Job Requirements

Required

• Associates Degree in a related field required (experience may be accepted in lieu of degree)
• Three to five (3-5) years of office administration experience

Preferred

• Bachelors Degree in related field
• Office administration experience in a healthcare environmen