Program Coordinator - Associate

Human Resource Development Services Inc; Park Ridge (IL); Hybrid; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

401(k)

Job summary

Saint James School of Medicine in Park Ridge, IL is seeking a Program Coordinator to support medical students during the clinical phase. The role focuses on scheduling rotations, communicating with hospital staff, maintaining records, and coordinating with internal departments.

The ideal candidate has 1–3 years in higher education, strong organizational and communication skills, and proficiency with Microsoft Office. Hybrid work schedule with on-sitePark Ridge and remote Fridays is offered.

Qualifications

• Bachelor's degree preferred.
• 1–3 years in higher education, student services, healthcare administration, scheduling, or related field preferred.
• Strong organizational and communication skills.
• Ability to manage multiple deadlines and follow up consistently.
• Strong attention to detail and accurate recordkeeping.
• Comfortable communicating with students, physicians, hospitals and internal staff.
• Proficiency with Microsoft Office and ability to learn new software systems.
• Professional, dependable, and able to handle confidential information.

Responsibilities

• Schedule and coordinate clinical rotations with students and affiliated hospital sites.
• Communicate with hospital coordinators regarding rotation dates, availability, student requirements, and logistics.
• Maintain accurate student schedules and clinical records.
• Prepare required paperwork and documentation for upcoming rotations.
• Serve as a day-to-day point of contact for students during clinical training.
• Respond to student emails, phone calls, voicemails, and support tickets in a timely manner.
• Assist students with rotation requirements, documentation, and system access.
• Support student onboarding and orientation for the clinical phase.
• Process student letters and other routine documentation.
• Assist with graduation files, residency-related documentation, and Match-period communications.
• Coordinate with the Registrar, Finance, academic leadership, and other departments on student-related matters.
• Participate in departmental meetings, student orientations, and occasional site visits.
• Cross-train on other departmental responsibilities and provide coverage when needed.
• Travel periodically to hospitals, clinical sites, and institutional events.
• Perform other related duties as assigned.

Skills

Organizational skills

Communication skills

Deadline management

Detail orientation

Student communication

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Program Coordinator

About Us

Saint James School of Medicine is an accredited Caribbean medical school committed to helping students achieve their goal of becoming physicians. Our U.S. administrative office is located in Park Ridge, Illinois.

Position Summary

We are seeking an organized, detail-oriented Program Coordinator to support medical students during the clinical phase of their education.

This is an entry-level to early-career position focused on clinical rotation scheduling, student communication, documentation, system access, and coordination with hospitals and internal departments. The ideal candidate is responsive, organized, comfortable managing multiple deadlines, and enjoys working directly with students.

Key Responsibilities

• Schedule and coordinate clinical rotations with students and affiliated hospital sites.
• Communicate with hospital coordinators regarding rotation dates, availability, student requirements, and logistics.
• Maintain accurate student schedules and clinical records.
• Prepare required paperwork and documentation for upcoming rotations.
• Serve as a day-to-day point of contact for students during clinical training.
• Respond to student emails, phone calls, voicemails, and support tickets in a timely manner.
• Assist students with rotation requirements, documentation, and system access.
• Support student onboarding and orientation for the clinical phase.
• Process student letters and other routine documentation.
• Assist with graduation files, residency-related documentation, and Match-period communications.
• Coordinate with the Registrar, Finance, academic leadership, and other departments on student-related matters.
• Participate in departmental meetings, student orientations, and occasional site visits.
• Cross-train on other departmental responsibilities and provide coverage when needed.
• Travel periodically to hospitals, clinical sites, and institutional events.
• Perform other related duties as assigned.

Qualifications

• Bachelor's degree preferred.
• 1 to 3 years of experience in higher education, student services, healthcare administration, scheduling, customer service, or a related field preferred.
• Strong organizational and communication skills.
• Ability to manage multiple deadlines and follow up consistently.
• Strong attention to detail and accurate recordkeeping.
• Comfortable communicating with students, physicians, hospitals, and internal staff.
• Proficiency with Microsoft Office and ability to learn new software systems.
• Professional, dependable, and able to handle confidential information.

Schedule and Benefits

• Monday through Friday, 9:00 a.m. to 5:00 p.m. (1 hr lunch break)
• Hybrid schedule: Park Ridge office Monday through Thursday, remote on Fridays.
• Health, dental, and vision insurance.
• Paid time off.
• 401(k) and additional employee benefits.
• Occasional evening availability and travel may be required.