Clerkship Program Coordinator

CommonSpirit Health•Phoenix, AZ

12d•Onsite

About The Position

The Clerkship Program Coordinator provides management and oversight for graduate medical education student clerkships and rotations within Barrow Neurological Institute (BNI) Academic Affairs. The role supports accreditation and institutional compliance while ensuring that clerkship operations run smoothly. The coordinator serves as an administrative leader, works with program directors and other stakeholders, and balances attention to detail and deadlines with flexibility in a busy office environment. The position manages visiting-student onboarding and eligibility, maintains student records and system access, coordinates schedules and evaluations, develops rotation instructions, and maintains relationships with preceptors and affiliated sites. The coordinator also represents clerkships at relevant meetings, manages student affiliation agreements, and independently addresses student workplace concerns. Saint Joseph’s Hospital and Medical Center is a 571-bed nonprofit hospital in Phoenix, Arizona.

Requirements

Associate degree in a related field; relevant experience may be accepted in lieu of a degree.
Three to five years of office administration experience.
Strong attention to detail and deadlines, flexibility, and effective communication with program directors and students.
Understanding of accreditation requirements.

Nice To Haves

Bachelor’s degree in a related field.
Office administration experience in a healthcare environment.

Responsibilities

Manage student onboarding, including collecting immunization records, drug-screening results, HIPAA compliance certifications, letters of good standing, criminal background checks, and other relevant documents.
Build and maintain electronic and physical student personnel records.
Ensure students are eligible to work at all facilities associated with BNI rotations and affiliated sites.
Coordinate with security to issue and deactivate visiting-student identification and proximity badges.
Create access profiles and privileges in database and hospital network interfaces for visiting learners; audit and terminate privileges when learners complete or leave rotations.
Work with BNI Academic Affairs staff and leadership, preceptors, medical-school contacts, and other GME staff on scheduling, rotation development, and completion of evaluations.
Independently establish processes, rotation instructions, and procedures for operating developed rotations.
Maintain accurate clerkship program records, including schedule changes, rotation durations, cancellations, sick calls, and requests for days off.
Develop and maintain rotation instructions with preceptors and sites, and ensure students receive instructions, expectations, and didactic conference schedules.
Obtain and distribute clerkship materials, including goals and objectives, instructions for secured facility areas, and prerequisite reading.
Manage relationships with preceptor groups and develop new relationships when needed, including occasional off-site meetings outside normal business hours.
Represent assigned clerkships at unit, college, campus, clinical-site, and other meetings; provide information, offer recommendations, and advance program interests.
Independently manage student affiliation agreements and audit and maintain current contracts for rotating medical students.
Independently resolve student workplace concerns, issues, needs, and complaints, and support positive working relationships and appropriate workplace environments.