Clinical Student Administrator

University Support Services, LLC; George; On-site; ZAR 300,000 - 420,000; Full time

Job summary

University Support Services, LLC is seeking a Clinical Student Administrator to coordinate clinical rotations, track student progress, and ensure compliance with licensure requirements. You will support students through admissions, scheduling, and graduation processes in collaboration with SGU offices.

Responsibilities include data management in CSM and ERP systems, bi-monthly check-ins, and point of contact duties after Term5 to promote student success and graduation readiness.

Qualifications

• A Bachelor's degree is required; relevant experience in medical education or high-volume customer service may substitute.
• 2-4 years prior experience in education or a field related to counseling or customer service preferred.

Responsibilities

• Provide student support via telephone, video, and email and coordinate with peers.
• Meet with students on campus to address questions and refer them when needed.
• Manage student progression from inception to graduation and ensure rotations are scheduled.
• Conduct bi-monthly check-ins to guide students toward graduation requirements.
• Schedule clinical rotations and maintain student data across systems (CSM, ERP).
• Verify health documentation is current prior to clerkships.
• Collaborate with OUR and inform students of graduation eligibility requirements.
• Access and analyze reports to track student progress and deadlines.
• Maintain up-to-date student files and enrollment records in all systems.
• Serve as the licensure and residency reference for SGU clinical students.

Skills

MS Office

Excel

Communication

Research & reporting

Independent work

Teamwork

Professional image

Data entry

ERP systems

NBME/ECFMG knowledge

Education

Bachelor's degree

Tools

Salesforce

Banner ERP

Infoview/EDW

OnBase

Job description

Clinical Student Administrator

Objective

The Clinical Student Administrator (CSA) is responsible for placing clinical students into core and elective clerkships at Accreditation Council for Graduate Medical Education (ACGME) approved clinical training sites that meet the University’s requirementsand comply with US, UK, state and federal regulations with respect to licensureand residency. The main objective of the CSA is to manage and ensure clinical students are scheduled to meet graduation requirements providing support,guidance and conveying SGU offered resources to overcome student issues andpromote student success. The CSA will serve as the transition coordinator andensure students have a point of contact (POC) after they successfully finish Term5. The CSA will be assigned a cohort of students as students promote to clinicalsciences. The CSA is responsible for ensuring students schedules are updated accordingly to ensure each students enrollment status is accurate. This position works under general supervision, with moderate latitude for the use of initiative and independent judgment and reports to the SeniorAssociate Director of Clinical Education Operations.

Essential Functions

• Provide valuable support to medical students in their clinical years via telephone, video conferencing and email providing adequate coverage throughout the day in collaboration with peers.
• Meets with students on campus to address any questions they may have and may refer them to the appropriate office as needed.
• Manage students from inception (at the end of Term 5) through graduation. Ensures students are scheduled for all their core/required rotations and monitors elective scheduling.
• Perform bi-monthly check-ins with each clinical student to provide guidance on meeting graduation requirements and ensure any questions are answered.
• Schedule students for clinical rotations, processes updates, and maintains student data in the Clerkship Management System (CSM) and all applicable systems with relation to clinical clerkship requirements.
• Ensure students have met and maintain requirements for participating in clinical rotations. Ensure health documentation is updated and valid prior to the beginning of any clerkship.
• Collaborate with the Office of the University Registrar (OUR) and inform students of graduation eligibility requirements.
• Access and analyze key reports to retrieve time-sensitive information to ensure students are progressing through the clinical years appropriately.
• Evaluate clinical student status utilizing application systems to conduct research and ensure due diligence performed to verify information.
• Ensure weekly review of reporting to address gaps in student schedules.
• Maintain up to date student schedules to ensure accurate enrollment reporting.
• Ensure paperwork and other important documents are scanned into the enterprise content management system.
• Maintain and update electronic student files in all systems to ensure accuracy and availability of pertinent information.
• Serve as the subject matter resource on licensure and residency requirements for the purpose of quality advisement of SGU clinical students.
• Ensure student queries are responded to within established timelines.
• Serve as a student advocate when assisting with the resolution of student problems.
• Collaborate with internal stakeholders to exchange expertise in various SGU programs and resources.
• Identify issues and assist in developing innovative solutions to solve unique and complex problems with broad impact to student satisfaction.
• Participate in annual Medical Education Coordinator workshops.
• Perform other duties as assigned.

Essential Knowledge, Skills & Abilities

• Strong computer skills with demonstrated success in general data entry and system usage throughout the Microsoft Office Suite and internet applications.
• Demonstrated ability to create, update and manipulate Excel documents.
• Ability to read and interpret complex information in a customer service-oriented manner.
• Ability to perform research and create a detailed report of findings.
• Writes and speaks professionally; presents information in a way that is understandable and clear to students, administrators, peers, and stakeholders.
• Demonstrated ability to work independently and as part of a team.
• Creative, curious, and organized with a drive to learn, grow and thrive in a dynamic environment.
• Demonstrated skill in coordinating and tracking assignments and activities to meet deadlines and deliver timely solutions.
• Demonstrates a professional image reflected in behavior, maturity, and integrity.
• Exhibits credibility and can persuade and convince others.
• A team player, respectful of others and capable of working well with a wide variety of associates.
• Demonstrated experience using information systems such as enterprise content management systems and enterprise resource planning systems (ERP) to enter, manage, and maintain accurate data. Experience utilizing the following systems strongly preferred: Salesforce,
• Banner ERP, Infoview/EDW, OnBase.etc.
• Familiarity with NBME, ECFMG/USLME guidelines and other pertinent policies and procedures necessary for licensure of international medical graduates (IMGs) desirable.

Qualifications

• A Bachelor’s degree is required; relevant experience in either medical education or a heavy volume customer service field may be substituted for the Bachelor’s degree requirement.
• 2-4 years prior experience in education or a field related to counseling or customer service preferred.

Hours and Travel

• Standard work week: Full-Time. Monday–Friday, 9:00 a.m.–5:00 p.m. (Dependent on time zone for hours)
• This job may require some OT work during peak periods. Flexible hours required to implement initiatives and execute deliverables.
• Travel may be required.

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.