Program Coordinator

University Support Services; Great River (NY); On-site; USD 50,000 - 60,000; Full time

Job summary

University Support Services is seeking a Program Coordinator to manage documentation and credentialing for students in clinical sciences programs. You will ensure timely submission of letters, health records, transcripts, and USMLE materials while coordinating with hospitals and the Registrar team.

The role emphasizes accuracy, process improvement, and proactive communication with students and partner institutions to support timely progression and graduation.

Qualifications

• Bachelor's degree required; relevant experience may substitute.
• Experience in medical education or high-volume customer service preferred.
• Strong organizational skills and attention to detail are essential.
• Proficiency with Banner, clerkship management systems, and MS Office is preferred.

Responsibilities

• Submit required documentation to hospital partners for students in clinical rotations.
• Maintain SharePoint sites and reflect documentation requirements on a weekly basis.
• Update hospital rosters for student placements and removals.
• Ensure proper scanning and archiving of documents in OnBase.
• Verify health documentation is current prior to clerkships.
• Track outstanding documentation for clerkship eligibility.
• Review elective assessments and route to Registrar for final review.
• Oversee inboxes for Clinical Evaluations and Hospital Paperwork with timely responses.
• Confirm credentialing of students before clerkships begin.
• Prepare official correspondence regarding documentation and compliance.
• Utilize institutional systems for data entry and reporting.
• Support graduation audits and improve operational processes.
• Collaborate with leadership and stakeholders to ensure compliance.

Skills

Organizational skills

MS Office Suite

Banner

Clerkship management systems

Attention to detail

Communication

Team collaboration

Data entry

Problem solving

Education

Bachelor's degree

Tools

Banner

OnBase

InfoView

Clerkship Management Systems

Job description

The Program Coordinator plays a critical role in supporting clinical education operations by ensuring all required documentation for students participating in clinical sciences programs is accurately processed and submitted within established timelines. This includes, but is not limited to, letters of good standing, health assessments and immunizations, transcripts, USMLE scores, clinical evaluations, and clerkship applications.

The role ensures compliance with University and hospital partner requirements while delivering exceptional customer service to students and affiliated institutions. The Program Coordinator proactively identifies and resolves documentation or credentialing issues to support student progression and success.

Key Responsibilities

• Submit all required documentation to hospital partners for students participating in clinical rotations, including credentialing and compliance materials.
• Maintain and update SharePoint sites weekly to reflect documentation requirements and ensure adherence to deadlines.
• Update and maintain hospital rosters to reflect student placements, additions, and removals.
• Ensure all documentation is accurately scanned and archived in OnBase.
• Verify that all health documentation is current and valid prior to the start of each clerkship.
• Proactively track and follow up on outstanding documentation required for clerkship eligibility.
• Review elective clinical assessments and route completed evaluations to the Registrar team for final review and grading.
• Provide daily oversight of the Clinical Evaluations and Hospital Paperwork inboxes, ensuring hospital inquiries are addressed within 24-48 business hours.
• Confirm that all students are fully credentialed prior to the start of clinical clerkships.
• Prepare and distribute official correspondence to students regarding documentation, compliance, and credentialing requirements.
• Utilize Banner, Clerkship Management Systems, InfoView, OnBase, ClinEval, and other institutional systems to perform data entry and reporting functions.
• Ensure clinical assessment forms are received within 30 days of clerkship completion.
• Support proactive graduation audits to ensure timely fulfillment of graduation requirements.
• Identify emerging student needs and recommend process improvements to enhance operational efficiency and student satisfaction.
• Develop, document, and maintain standard operating procedures and process guidelines.
• Collaborate with leadership, legal, regulatory, and other stakeholders to ensure compliance and operational excellence.
• Provide coverage for clinical education operations as needed to ensure uninterrupted service to hospitals and students.
• Perform other duties and special projects assigned by leadership.
• This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.

Knowledge, Skills & Abilities

• Strong organizational skills with the ability to manage multiple deadlines and priorities.
• Proficiency in Microsoft Office Suite, internet applications, and database systems; experience with Banner and clerkship management systems preferred.
• Familiarity with NBME, ECFMG/USMLE guidelines, and licensure requirements for international medical graduates (IMGs) preferred.
• Excellent written and verbal communication skills with the ability to convey information clearly to students, administrators, and hospital partners.
• Demonstrated ability to work independently and collaboratively in a team environment.
• Strong attention to detail and commitment to accuracy and compliance.
• Professional demeanor demonstrating integrity, maturity, and accountability.
• Service-oriented mindset with strong problem-solving and interpersonal skills.
• Ability to influence, persuade, and build effective working relationships across diverse stakeholders.

Qualifications

• Bachelor’s degree required. Relevant experience in medical education or high-volume customer service may substitute for degree requirements.
• 1-2 years of experience in education, counseling, medical education, or customer service preferred.
• Primarily office-based role in a collaborative and dynamic environment.
• Work is performed at a workstation and may involve periods of sustained computer use.
• Standard work schedule: Monday through Friday, 9:00 a.m. - 5:00 p.m.
• Overtime may be required during peak periods.

The anticipated salary range for this position is $50,000 to $60,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per local law.