Medical Student Clinical Schedule Coordinator - SOM

Kaiser Permanente Bernard J. Tyson School of Medicine; Pasadena (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM) seeks a Medical Student Clinical Scheduling Coordinator to oversee Phase 3 scheduling and related academic operations.

You will develop the Phase 3 course catalog, manage rotations, and ensure compliance with policies and degree requirements. You will collaborate with academic departments, clinical partners, and administrative offices to support student progression, registration, and scheduling, including VSLO away rotations and

Qualifications

• Minimum of three years of experience in academic administration, student services, registrar operations, or program coordination.
• Bachelor's degree in higher education administration, healthcare administration, business administration, or related field.
• Intermediate skill in data management, spreadsheet analysis, records maintenance, and admin process coordination.
• Strong written and verbal communication skills for students, faculty, staff, and external partners.
• Ability to analyze scheduling constraints and apply institutional policies to decisions.

Responsibilities

• Coordinates the annual Phase 3 scheduling cycle and publication of the Phase 3 course catalog.
• Builds and maintains Phase 3 courses in the student information system and ensures proper configuration.
• Develops, tests, and supports scheduling tools used by third- and fourth-year students.
• Integrates department course offerings into the master clinical schedule to support progression.
• Manages annual registration processes and maintains scheduling documentation.
• Educates students on curriculum requirements, scheduling processes, and registration procedures.
• Reviews submissions and rotations to equitably assign students within capacity and degree requirements.
• Schedules students into Phase 3 courses including electives and HSS selectives.
• Processes schedule changes, rotation trades, and adjustments while ensuring policy compliance.
• Monitors student progress and maintains accurate enrollment records.
• Administers VSLO participation and oversees away/extramural rotations.
• Uploads transcripts, approvals, and materials for student applications; screens extramural applications.
• Enrolls students in away rotations and updates schedules; tracks enrollment data.
• Coordinates development and maintenance of clinical affiliation agreements for away rotations.

Skills

Academic administration

Student services

Registrar operations

Communication skills

Data management

Scheduling analysis

Education

Bachelor's degree in higher education administration

Bachelor's degree in healthcare administration

Tools

Student Information System

VSLO platform

Microsoft Excel

Document management

Job description

Job Summary

The Medical Student Clinical Scheduling Coordinator - SOM supports the administration, execution, and oversight of clinical rotation scheduling and related academic operations for medical students in Phase 3 of the curriculum at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position is responsible for developing and maintaining the Phase 3 course catalog and scheduling infrastructure, coordinating student rotation assignments, administering visiting and extramural clinical experiences, monitoring student progression toward degree completion, and overseeing clinical affiliation agreements required for external rotations. The coordinator collaborates with academic departments, clinical partners, and administrative offices to ensure scheduling processes, student placements, and registration activities comply with institutional policies, accreditation requirements, and degree requirements. The role serves as a central operational resource for Phase 3 scheduling and supports the successful progression of students through the clinical curriculum.

Essential Responsibilities

• Clinical Rotation Scheduling Administration:
• Coordinates the annual Phase 3 scheduling cycle, including development and publication of the Phase 3 course catalog for clinical science selectives and electives, Health Systems Science (HSS) selectives, and other required Phase 3 courses.
• Builds and maintains Phase 3 courses within the student information system and ensures accurate course configuration and registration functionality.
• Develops, tests, maintains, and supports scheduling tools and processes used by third- and fourth-year students to create and manage clinical schedules.
• Integrates departmental course offerings into the master clinical schedule to support curriculum delivery and student progression.
• Coordinates annual registration processes for all Phase 3 students and maintains scheduling documentation and operational resources.
• Student Schedule Management/Graduation Progression:
• Educates third- and fourth-year students regarding curriculum requirements, scheduling processes, degree requirements, and registration procedures.
• Reviews student scheduling submissions and rotation preferences to facilitate equitable assignment of students to clinical rotations within established capacity limits and degree requirements.
• Schedules students into available clinical science selectives and electives, HSS selectives, and other required Phase 3 courses.
• Processes schedule change requests, rotation trades, and scheduling adjustments while ensuring compliance with degree requirements and school policies.
• Applies academic and registrar policies when evaluating schedule changes and communicates approvals, denials, and schedule updates to students and stakeholders.
• Monitors student progress toward degree completion and maintains accurate scheduling and enrollment records within institutional systems.
• Extramural and Away Rotation Administration (VSLO):
• Administers institutional participation in the Visiting Student Learning Opportunities (VSLO) platform and oversees processes related to visiting and extramural rotations.
• Completes annual VSLO system setup, student verification, institutional configuration and documentation activities.
• Uploads transcripts, institutional approvals, malpractice documentation, and other supporting materials required for student applications.
• Reviews and pre-screens extramural elective applications; uploads transcripts, institutional approvals, malpractice documentation, and other materials required, and releases student applications to host institutions.
• Monitor application status, enrollment activity, approvals, deadlines, and placement outcomes; communicates next steps to students and internal stakeholders
• Enrolls students in approved away rotations and extramural electives and updates student schedules and institutional systems, and adjusts schedules when external rotation dates do not align.
• Tracks and reports away rotation participation and enrollment data.
• Clinical Affiliation Agreement Administration:
• Coordinates the development, review, execution, and maintenance of clinical affiliation agreements required for student participation in away rotations and extramural clinical experiences, with oversight from the Director of Clinical Affairs.
• Collaborates with legal, compliance, contracting, and external clinical site representatives to facilitate timely review and execution of affiliation agreements.
• Maintains records of active affiliation agreements and monitors agreement status and expiration dates to ensure uninterrupted student placement eligibility.
• Communicates agreement status updates and timing needs to internal stakeholders and external partners to support student placements.
• Compliance and Clinical Placement Requirements:
• Verifies student eligibility for clinical placements by confirming completion of required compliance, credentialing, and onboarding requirements.
• Coordinates with internal departments and external clinical partners to ensure completion of placement requirements for away rotations and extramural clinical experiences.
• Maintains documentation supporting student eligibility for clinical placements and external rotations.
• Monitors compliance with institutional policies governing away rotations and extramural clinical experiences, and communicates with students regarding outstanding requirements and placement readiness

Job Summary

The Medical Student Clinical Scheduling Coordinator - SOM supports the administration, execution, and oversight of clinical rotation scheduling and related academic operations for medical students in Phase 3 of the curriculum at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position is responsible for developing and maintaining the Phase 3 course catalog and scheduling infrastructure, coordinating student rotation assignments, administering visiting and extramural clinical experiences, monitoring student progression toward degree completion, and overseeing clinical affiliation agreements required for external rotations. The coordinator collaborates with academic departments, clinical partners, and administrative offices to ensure scheduling processes, student placements, and registration activities comply with institutional policies, accreditation requirements, and degree requirements. The role serves as a central operational resource for Phase 3 scheduling and supports the successful progression of students through the clinical curriculum.

Essential Responsibilities

• Clinical Rotation Scheduling Administration:
• Coordinates the annual Phase 3 scheduling cycle, including development and publication of the Phase 3 course catalog for clinical science selectives and electives, Health Systems Science (HSS) selectives, and other required Phase 3 courses.
• Builds and maintains Phase 3 courses within the student information system and ensures accurate course configuration and registration functionality.
• Develops, tests, maintains, and supports scheduling tools and processes used by third- and fourth-year students to create and manage clinical schedules.
• Integrates departmental course offerings into the master clinical schedule to support curriculum delivery and student progression.
• Coordinates annual registration processes for all Phase 3 students and maintains scheduling documentation and operational resources.
• Student Schedule Management/Graduation Progression:
• Educates third- and fourth-year students regarding curriculum requirements, scheduling processes, degree requirements, and registration procedures.
• Reviews student scheduling submissions and rotation preferences to facilitate equitable assignment of students to clinical rotations within established capacity limits and degree requirements.
• Schedules students into available clinical science selectives and electives, HSS selectives, and other required Phase 3 courses.
• Processes schedule change requests, rotation trades, and scheduling adjustments while ensuring compliance with degree requirements and school policies.
• Applies academic and registrar policies when evaluating schedule changes and communicates approvals, denials, and schedule updates to students and stakeholders.
• Monitors student progress toward degree completion and maintains accurate scheduling and enrollment records within institutional systems.
• Extramural and Away Rotation Administration (VSLO):
• Administers institutional participation in the Visiting Student Learning Opportunities (VSLO) platform and oversees processes related to visiting and extramural rotations.
• Completes annual VSLO system setup, student verification, institutional configuration and documentation activities.
• Uploads transcripts, institutional approvals, malpractice documentation, and other supporting materials required for student applications.
• Reviews and pre-screens extramural elective applications; uploads transcripts, institutional approvals, malpractice documentation, and other materials required, and releases student applications to host institutions.
• Monitor application status, enrollment activity, approvals, deadlines, and placement outcomes; communicates next steps to students and internal stakeholders
• Enrolls students in approved away rotations and extramural electives and updates student schedules and institutional systems, and adjusts schedules when external rotation dates do not align.
• Tracks and reports away rotation participation and enrollment data.
• Clinical Affiliation Agreement Administration:
• Coordinates the development, review, execution, and maintenance of clinical affiliation agreements required for student participation in away rotations and extramural clinical experiences, with oversight from the Director of Clinical Affairs.
• Collaborates with legal, compliance, contracting, and external clinical site representatives to facilitate timely review and execution of affiliation agreements.
• Maintains records of active affiliation agreements and monitors agreement status and expiration dates to ensure uninterrupted student placement eligibility.
• Communicates agreement status updates and timing needs to internal stakeholders and external partners to support student placements.
• Compliance and Clinical Placement Requirements:
• Verifies student eligibility for clinical placements by confirming completion of required compliance, credentialing, and onboarding requirements.
• Coordinates with internal departments and external clinical partners to ensure completion of placement requirements for away rotations and extramural clinical experiences.
• Maintains documentation supporting student eligibility for clinical placements and external rotations.
• Monitors compliance with institutional policies governing away rotations and extramural clinical experiences, and communicates with students regarding outstanding requirements and placement readiness

Basic Qualifications

Experience

• Minimum of three (3) years of experience in academic administration, student services, registrar operations, or program coordination.

Education

• Bachelors degree in higher education administration, healthcare administration, business administration, or a related field

License, Certification, Registration

• N/A

Additional Requirements

• Intermediate skill in data management, spreadsheet analysis, records maintenance, and administrative process coordination and documentation.
• Strong written and verbal communication skills, including the ability to communicate decisions and requirements clearly to students, faculty, staff and external clinical partners.
• Ability to analyze scheduling constraints and apply institutional policies to scheduling decisions.
• Ability to manage multiple priorities and deadlines in a high-volume operational environment.
• Ability to establish and maintain collaborative working relationships with students, faculty, staff, and external clinical partners.
• Ability to maintain confidentiality when handling student academic records and placement documentation.

Preferred Qualifications

• Masters degree in higher education administration, public administration, healthcare administration, or a related field.
• Experience working in a medical school or health professions education program.
• Experience supporting clinical education scheduling or rotation coordination.
• Experience administering visiting student programs, VSLO processes, away rotations or clinical affiliation agreements.
• Knowledge of clinical education structures within health professions programs.
• Knowledge of academic scheduling and student records administration.