Site Coordinator
University Of The, Inc.arnate Word
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Job summary
University of the Incarnate Word is seeking a Site Coordinator to support 3rd and 4th year osteopathic medical students within the School of Osteopathic Medicine. The role reports to the Clinical Administrative Support Manager and will work from the Brooks City Base office, with remote work possible up to 2 days/week after 6-12 months.
The position emphasizes data management in the LMS, coordination with clinical sites, and ensuring rotational plans and onboarding are completed efficiently.
Qualifications
- Associates Degree or 60 college hours; up to two years of additional education considered.
- Four years of relevant experience in a complex office setting.
- Experience with learning management systems.
- Experience with database management.
- Experience in student support within higher education is preferred.
Responsibilities
- Serve as primary rotation point of contact for 3rd and 4th year medical students.
- Create and coordinate clinical rotation rosters for assigned clinical sites.
- Liaise with clinical sites, staff, and physicians for rotation schedules and onboarding.
- Maintain data in the LMS.
- Assist medical students in completing onboarding requirements.
- Coordinate with core site directors to ensure rotation assignments are complete.
- Support credentialing and affiliation agreements ongoing.
- Schedule medical student meetings to establish rotation plans.
- Ensure timely completion of evaluations for students and facilitators.
- Assist in test check-in and proctoring as needed.
- Set up/tear down and assist at events.
- Participate in approved professional development opportunities.
- Perform other duties as assigned.
Skills
Education
Tools
Job description
This is an internal opening and only existing employees of UIW are eligible to apply.
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
The Site Coordinator is responsible for supporting 3rd and 4th year osteopathic medical students in the School of Osteopathic Medicine. The Site Coordinator reports to the Clinical Administrative Support Manager.
The School of Osteopathic Medicine educates aspiring physicians to be justice-minded, global citizens using a community-based, distributed model of education, which fosters inclusion, discovery, and innovation.
This position will work out of the UIW School of Osteopathic Medicine Office that is located at the Brooks City Base location. Note that this position is eligible for remote work up to 2 days per week after 6-12 months of successful employment.
This is an internal opening and only existing employees of UIW are eligible to apply.
UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program ( EAP ), wellness programs, employee discount program, Public Service Loan Forgiveness ( PSLF ) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.
- Serve as primary rotation point of contact for 3rd and 4th year medical students.
- Create and coordinate clinical rotation rosters for assigned clinical sites.
- Serve as liaison with associated clinical sites, staff, and physicians for rotation schedules and medical student onboarding.
- Maintain data in the learning management system ( LMS ).
- Assist medical students in the completion of all clinical site onboarding requirements.
- Collaborate with core site directors to ensure rotation assignments are complete.
- Collaborate with credentialing services to ensure credentialing and affiliation agreements are active.
- Schedule and coordinate medical student meetings to establish individual rotation plans.
- Ensure the timely completion of medical student and facilitator evaluations.
- Assist with check-in and proctoring of tests, as needed.
- Assist in set-up/tear-down and working assigned events.
- Participate in approved professional development opportunities.
- Perform other duties as assigned.
- Proficiency in MS Outlook, Word, Excel, or similar systems.
- Excellent communication skills, verbal, written, and interpersonal.
- Excellent organization skills; detail orientated.
- Ability to mange multiple priorities which may shift with little notice.
- Ability to effectively work in a team environment.
- Ability to work effectively with individuals from diverse communities and cultures.
- Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA .
Associates Degree or 60 college hours. Note that up to two (2) years of additional relevant experience will be considered for up to two (2) years of education.
Four (4) years of relevant experience in a complex office setting. Note that up to two (2) years of additional education will be considered for up to two (2) years of experience.
- Experience working in student support within higher education.
- Experience working with learning management systems.
- Experience with database management.
None specified.
Typical Monday through Friday 8am to 5pm with occasional extended hours/weekends to meet departmental needs.
- Ability to lift up to 25lbs of office/event materials.
- Ability to reach overhead, bend, and squat to retrieve office/event materials.
- Ability to push/pull event carts holding up to 40 lbs.
- Ability to actively engage in events for extended periods of time.
- Ability to regularly move about campus and event venues to actively engage faculty, staff, clinical residents, and potential/current students, as well as attend meetings on and off campus.
Posting Number AS2310PO
Number of Vacancies 1
Job Type Full Time
Job Category Staff (non-exempt)
Desired Start Date 10/01/2026
Reports to Clinical Administrative Support Manager
Salary $41,500 Annualized
Open Date 09/09/2026
Close Date 09/18/2026
Open Until Filled No
This is an internal opening and only existing employees of UIW are eligible to apply.
UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.
- Resume
- Cover Letter/Letter of Application
- Other Document
Required fields are indicated with an asterisk (*).
- * How did you hear about this employment opportunity?
- UIW Website
- HigherEdJobs.com
- Indeed
- WorkplaceDiversity.com
- HispanicDiversity.com
- BlackJobCenter.com
- WomensJobCenter.com
- VeteransConnect.com
- Personal Referral
- Employee Referral
- Other
- If you selected other, please tell us where?
(Open Ended Question)
- * This position requires Associates Degree or 60 college hours and four years of relevant experience in a complex office setting. Note that up to two years of additional relevant experience will be considered for up to two years of education and up to two years of additional education will be considered for up to two years of experience. Do you have at least one of the following?
- No
- Yes, Associates Degree + 4 years required experience
- Yes, 60 college hours + 4 years required experience
- Yes, 30 college hours + 5 years required experience
- Yes, High School Diploma/GED + 6 years required experience
- Yes, 90 college hours + 3 years required experience
- Yes, Bachelor's Degree + 2 years required experience
- * Describe your experience with database management.
(Open Ended Question)
- * List the Microsoft Office products with which you are experienced. Include your proficiency level in each and include special skills in each, where applicable. Examples of proficiency levels-None, Minimal, Limited, Proficient, Advanced, Expert. Examples of special skills: MS Outlook-mail merges; MS Excel-V-lookup & pivot tables.
(Open Ended Question)
- Yes
- No
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