Program Manager, Visiting Student Learning Opportunities

University of Utah; Salt Lake City (UT); On-site; USD 54,000 - 56,000; Full time

Job summary

University of Utah’s Spencer Fox Eccles School of Medicine seeks a VSLO Program Manager to administer the VSLO program, oversee elective applications, and ensure compliance with AAMC guidelines and institutional policies.

The role serves as the primary contact for visiting students, departments, faculty, and partners, coordinating with Legal Counsel and registrars to handle affiliation agreements and records.

Qualifications

• Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience).
• Four years of progressively more responsible management experience.
• Demonstrated leadership skills in planning and directing employees and processes.

Responsibilities

• Administer the institution's VSLO participation and ensure compliance with guidelines.
• Manage full lifecycle of visiting student elective applications, including catalog and enrollment.
• Serve as primary contact for visiting students and departments, guiding requirements and deadlines.
• Oversee affiliation agreements and maintain compliance with policies and legal requirements.
• Provide cross-functional Registrar support, manage records, and assist during peak periods.

Skills

Leadership

Communication

Interpersonal skills

Education

Bachelor's degree or equivalent

Related field experience

Job description

Job Summary

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine (SOM) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism, and collaboration. The Visiting Student Learning Opportunities (VSLO) Program Manager is responsible for the administration and coordination of the medical school's participation in the AAMC Visiting Student Learning Opportunities (VSLO) program. This position manages the full lifecycle of visiting student elective applications, ensuring compliance with institutional policies, AAMC requirements, and accreditation standards. The administrator serves as the primary point of contact for visiting students, academic departments, faculty, and institutional partners, facilitating efficient communication and a positive applicant experience. The role oversees application processing including eligibility, fees, post decision document review and affiliation agreements. This individual manages all records while collaborating with departmental coordinators and student affairs leadership to support visiting learner experiences. The VSLO Program Manager also monitors program data, develops and maintains operational procedures, identifies opportunities for process improvement, and helps ensure that the institution's visiting student program operates efficiently, consistently, and in alignment with institutional goals and national best practices. In addition to managing this VSLO program, this position also cross trains to support areas within the Office of the Registrar and the Financial Aid & Scholarship team. In addition, involvement in and completion of recurring projects, and provide event support during busy seasons.

Responsibilities

• Administer the institution's participation in the AAMC Visiting Student Learning Opportunities (VSLO) program, ensuring compliance with AAMC guidelines and institutional policies.
• Manage the full lifecycle of visiting student elective applications, including catalog launch, application review, eligibility verification, departmental routing, enrollment, and final documentation.
• Serve as the primary point of contact for prospective and accepted visiting students, providing timely guidance regarding application requirements, deadlines, eligibility, and institutional policies.
• Oversees affiliation agreements for visiting students, ensuring appropriate agreements are established and maintained with participating institutions. Coordinates the development, review, renewal, and execution of agreements in collaboration with internal stakeholders and Legal Counsel, ensuring compliance with institutional policies and applicable requirements.
• Provide cross-functional support to the Registrar's Office by assisting with student records management, auditing the course catalog, and supporting other operational priorities during peak periods. Maintain cross-training on Registrar functions, assist with management of the shared departmental email inbox, and respond to program-related communications as needed.
• Assist with the launch of the VSLO catalog for incoming medical students by connecting with departments and coordinating application and catalog deadlines, including holding in-person and virtual workshops for training staff, students and faculty.
• Support the Financial Aid and Scholarship team with the yearly scholarship application process for incoming and current students.
• Coordinate with academic departments, clerkship directors, departmental coordinators, faculty, and Student Affairs personnel to facilitate qualifications for placement of visiting students into elective rotations.
• Plan, coordinate, and deliver semiannual training for departmental coordinators and other stakeholders on AAMC Visiting Student Learning Opportunities (VSLO) policies, application processes, institutional procedures, and best practices, providing one session via webinar and one in-person session annually to promote consistent program administration and regulatory compliance.
• Maintain accurate course and elective information within the VSLO platform, including rotation descriptions, prerequisites, availability, scheduling dates, fees, and institutional requirements.
• Monitor application timelines and communicate application decisions, rotation confirmations, and required next steps to applicants and departmental stakeholders.
• Coordinate onboarding requirements, including verification and tracking of immunization records, background checks, drug screening, HIPAA training, OSHA training, and other institutional compliance requirements.
• Ensure visiting student records are complete, accurate, and maintained in accordance with institutional policies, FERPA, and applicable privacy regulations.
• Develop, document, and maintain standard operating procedures related to the visiting student program.
• Generate reports and analyze program metrics, including application volume, acceptance rates, rotation utilization, and learner demographics, to support program evaluation and strategic planning.
• Identify opportunities to improve operational efficiency and enhance the applicant experience through process improvement initiatives and technology optimization.
• Collaborate with institutional partners to ensure alignment between visiting student processes and undergraduate medical education policies, accreditation requirements, and institutional objectives.
• Resolve complex application and scheduling issues by exercising sound judgment and coordinating with appropriate stakeholders.
• Maintain current knowledge of AAMC VSLO policies, national best practices, and regulatory requirements affecting visiting student programs.
• Develop and maintain effective working relationships with faculty, departmental administrators, institutional offices, and external medical schools participating in the VSLO program.
• Support front desk back up as needed acting as first point of contact for the School of Medicine's students, faculty and guests; maintaining a welcoming and positive environment within the Office of Student Affairs; provides administrative support to Student Affairs management and staff.
• Support major Student Affairs event committees, and events.Perform other duties as assigned in support of the Office of Student Affairs and Undergraduate Medical Education

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead.

Preferences

Master's degree in a related area may be preferred.

Special Instructions

• Requisition Number: PRN45888B
• Full Time or Part Time? Full Time
• Work Schedule Summary: Monday – Friday, business hours. This position is located at 1925 E Spence Eccles Dr. Salt Lake City, UT, 84112
• Department: 02045 - SOM Student Affairs
• Location: Campus
• Pay Rate Range: $54,000 to $56,000
• Close Date: 10/11/2026
• Open Until Filled