Medical Student Clinical Schedule Coordinator - SOM

Kaiser Permanente; Pasadena (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM) seeks a Medical Student Clinical Scheduling Coordinator to oversee Phase 3 scheduling, course catalog maintenance, and clinical rotation assignments.

You will coordinate VSLO participation, manage away rotations, and ensure compliance with accreditation and degree requirements. You will educate students on curriculum requirements, liaise with departments and clinical partners, and maintain accurate enrollment records across

Qualifications

• Minimum of three years of experience in academic administration, student services, registrar operations, or program coordination.
• Strong written and verbal communication skills.
• Ability to analyze scheduling constraints and apply institutional policies.
• Ability to manage multiple priorities and deadlines in a high-volume operational environment.
• Maintain confidentiality of student records.

Responsibilities

• Coordinate the annual Phase 3 scheduling cycle and publish the Phase 3 course catalog.
• Maintain Phase 3 courses within the student information system and ensure registration functionality.
• Develop, test, and support scheduling tools used by 3rd- and 4th-year students.
• Integrate departmental offerings into the master clinical schedule.
• Coordinate annual registration processes for Phase 3 students.
• Educate students on curriculum requirements and registration procedures.
• Review scheduling submissions and facilitate equitable rotation assignments.
• Process schedule changes and rotation trades while ensuring compliance.
• Monitor student progress toward degree completion and maintain records.
• Administer VSLO participation and away rotations processes.
• Review and upload transcripts, approvals, and required materials for applications.
• Monitor placement outcomes and communicate next steps.

Skills

Data management

Spreadsheet analysis

Records maintenance

Administrative coordination

Communication

Confidentiality

Scheduling analysis

Prioritization

Education

Bachelor's degree in higher education administration

Master's degree preferred

Tools

Student information system

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

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.