Phase 3 Clinical Scheduling Specialist

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

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