Clinical Education & Scheduling Coordinator

University of Minnesota Twin Cities; Minneapolis (MN); Remote; USD 50,000 - 65,000; Full time

Job summary

The University of Minnesota is seeking a Clinical Education and Scheduling Coordinator to manage clinical course scheduling, support visiting students, and ensure compliance with academic policies. This role offers a flexible, primarily remote work environment, requiring some on-campus presence. The ideal candidate will possess strong administrative and communication skills, with a focus on student service and problem-solving.

Benefits

Flexible Work Environment

Remote Work Options

Qualifications

• At least two years' experience in college/university registration and records.
• Experience managing student records in compliance with FERPA.

Responsibilities

• Manage student schedule requests and update schedules in MEdIS.
• Coordinate billing with the finance team for visiting students.
• Oversee grades and evaluations for away rotations.

Skills

Communication

Problem Solving

Administrative Skills

Education

Bachelor's Degree

Job description

Position Overview:

The Clinical Education and Scheduling Coordinator is housed within the Office of Undergraduate Medical Education at the University of Minnesota. This role is responsible for clinical course scheduling and registration, managing visiting students and UMMS students' away rotations, and collaborative planning for regional campus centralization of operations. The coordinator ensures support for UME departments and students through effective communication and centralized processes across the Twin Cities and regional campuses. Key responsibilities include maintaining department course and clinical site information, updating the course directory, and tracking requirements for off-cycle students. This position reports to the Medical School Clinical Education Manager.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include schedule and/or work location flexibility. All UMN employees are expected to adhere to applicable public health and safety procedures. The position is primarily remote with some on-campus presence required throughout the year.

Duties/Responsibilities:

50%: Course Scheduling, Records, and Enrollment

• Manage student schedule requests, update schedules in MEdIS, and notify relevant course personnel.
• Schedule the initial academic year for clinical coursework, including Longitudinal Integrated Clerkships, core clerkships, and electives.
• Manage the 4th-year elective scheduling process.
• Assign site-specific placements for core clerkships based on capacity.
• Coordinate with department coordinators on student placements, schedule changes, capacity, and scheduling settings.
• Communicate reminders and updates to students regarding deadlines and onboarding requirements.
• Maintain accurate course and capacity data in the MEdIS system.
• Manage new course proposals, including setup, notifications, and announcements.
• Update and audit courses in CourseDog annually, and communicate updates to team members.
• Collaborate with departments to maintain course directory pages and respond to improvement requests.
• Work with relevant departments to develop system requirements and procedures supporting tri-campus operations.

50%: Visiting Student and Away Rotation Coordination

• Manage visiting student applications, organize by department, send offers, and track eligibility and compliance.
• Coordinate billing with the finance team.
• Process background checks for visiting students.
• Schedule visiting students in MEdIS.
• Solicit elective offerings for the UMMS catalog via VSLO.
• Establish affiliation agreements with visiting students' home institutions and UMMS students' away rotation sites.
• Support UMMS students in the away rotation application process.
• Manage applications, approvals, and scheduling for away rotations.
• Oversee grades and evaluations for away rotations and interdisciplinary research.
• Develop procedures to welcome visiting students at regional campuses.
• Expand VSLO accounts for regional students.
• Create guides for scheduling, visiting opportunities, and applications.
• Maintain and update the website related to these processes.

Qualifications:

• Bachelor’s degree and at least two years’ experience in college/university registration and records, or equivalent education and experience totaling at least six years.
• Experience managing student records in compliance with FERPA.
• Knowledge of policy and procedure development in academic settings.
• Experience implementing new technologies into workflows.
• Proactive problem-solving skills with the ability to apply knowledge across scenarios.
• Strong administrative skills with the ability to manage multiple priorities with high accuracy.
• Excellent communication and interpersonal skills with a customer service orientation.