Program Coordinator

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

Job summary

University Support Services, LLC is seeking a Program Coordinator to support clinical education operations by processing and submitting required documentation for students in clinical sciences programs. You will ensure compliance with university and hospital partner requirements while delivering excellent customer service to students and affiliates.

The role includes credentialing, health documentation verification, and coordinating with multiple systems to enable timely clerkships and

Qualifications

• Bachelor’s degree required; relevant experience may substitute.
• 1–2 years of experience in education, counseling, medical education, or customer service preferred.
• Proficiency with Microsoft Office Suite and database systems (Banner, Clerkship systems) preferred.

Responsibilities

• Submit all required documentation to hospital partners for students in clinical rotations, including credentialing and compliance materials.
• Maintain and update SharePoint sites weekly to reflect documentation requirements and deadlines.
• Update and maintain hospital rosters reflecting 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.
• Track and follow up on outstanding documentation for clerkship eligibility.

Skills

Organizational skills

Microsoft Office

Communication skills

Independent & collaborative work

Attention to detail

Problem solving

Interpersonal skills

Education

Bachelor's degree

Tools

Banner

Clerkship management systems

InfoView

OnBase

Job description

Program Coordinator

Position Summary

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.

Work Environment

• Primarily office-based role in a collaborative and dynamic environment.
• Work is performed at a workstation and may involve periods of sustained computer use.

Hours & Travel

• Standard work schedule: Monday through Friday, 9:00 a.m. - 5:00 p.m.
• Overtime may be required during peak periods.
• No travel required.

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.

We Are

Student Centric: We approach every task with a focus on supporting our students to achieve their lifelong learning goals in a safe, vibrant and welcoming environment.

A Global Community: We are one team with an international outlook welcoming the strength in our diversity and the value each of us brings to what we do.

Accountable: We take responsibility for our actions by being responsive, resourceful and respectful in delivering on our commitments with integrity and the highest ethical standards.

Collaborative: We support and empower one another through open communications, cooperation, sharing knowledge and taking time to always listen and show we care.

Committed to Excellence: We take pride in our ongoing pursuit for continuous improvement through creativity, rigor and best practices to produce meaningful outcomes.

About University Support Services, LLC

University Support Services LLC (USS) is an affiliate of St. George's University (SGU), a leading provider of international medical education. SGU students and faculty come from 151 countries to the island of Grenada, located in the West Indies. Our purpose is to support SGU to deliver best in class education for all SGU students. We put a special focus on the growing global need for diverse high-quality medical and healthcare professionals. USS is pivotal in positioning SGU as a premiere medical degree institute through its student-facing as well as functional support teams.

USS is an equal opportunity employer. As such, it is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, status in the Uniformed Services of the United States (including veteran status) or status as a victim of domestic violence, except where there is a bona fide occupational qualification. This policy protects applicants and employees from discrimination in the hiring process.