Clinical Education Operations Manager - School of Medicine

Brigham Young University • Provo, UT

3d • $84,000 - $109,000

About The Position

The Clinical Education Operations Manager provides leadership and operational oversight for the administrative infrastructure supporting clinical medical education within the BYU School of Medicine. The position oversees execution of Phase 2 and Phase 3 clinical learning experiences, including core clerkships, selective experiences, electives, sub-internships, and other required or individualized clinical experiences.

The Manager leads clinical education support staff and coordinates student placements, credentialing, onboarding, scheduling, clinical education systems and software, evaluation tracking, and clinical site operations. In collaboration with curriculum leadership, clerkship directors, university offices, and clinical partners, the Manager develops and maintains efficient systems that support student success, operational excellence, accreditation compliance, equitable placement, and consistent experiences across clinical sites.

As the School of Medicine builds and scales its clinical education program, this role calls for an innovative, adaptable, and highly organized leader who can establish systems, respond to evolving program needs, and continuously improve operations. The role supports the development of physicians who will serve as healers, teachers, researchers, leaders, and disciples of Jesus Christ.

Requirements

• Firm commitment to the mission of BYU and the School of Medicine.
• Master's degree in business administration, public health, health administration, higher education administration, or a related field, plus at least 3 years of progressively responsible experience in higher education administration, healthcare administration, medical education, or a related field; or a bachelor's degree in business, public health, health administration, or a related field, plus at least 5 years of significant professional experience in medical school clinical education operations, healthcare administration, or academic program management.
• Experience managing complex operational processes and coordinating multiple stakeholders.
• Strong organizational, planning, and project management skills.
• Excellent interpersonal and communication skills.
• Ability to manage multiple priorities and resolve complex operational issues.
• Ability to build collaborative relationships with students, faculty, clinical preceptors, healthcare administrators, community and institutional partners, and institutional leaders.
• Strong analytical, process improvement, and problem-solving skills.
• Ability to develop new operational systems and workflows in a rapidly evolving organizational environment.

Nice To Haves

• Experience in undergraduate medical education, graduate medical education, clinical rotation administration, or academic health center operations.
• Supervisory experience leading administrative teams.
• Experience managing multi-site programs and operational workflows.
• Experience coordinating experiential education, away rotations, global health programs, research experiences, community-engaged learning, or other programs involving student placements across multiple external sites.
• Knowledge of accreditation requirements related to clinical medical education.
• Experience administering medical education management platforms such as VidaNova, MedHub, One45, or comparable systems.
• Knowledge of clinical site onboarding, credentialing, and compliance processes.
• Familiarity with healthcare systems, academic medicine, and clinical training environments.

Responsibilities

• Build, lead, train, and supervise the clinical education operations team, scaling staffing and operational capacity to support Phase 2 and Phase 3 programs.
• Set operational priorities, performance expectations, service standards, workload distribution, coverage plans, and communication practices.
• Develop coordinated workflows across clinical rotations and the Immersive Experience for placements, onboarding, scheduling, documentation, communication, and problem resolution.
• Promote service, accountability, collaboration, responsiveness, confidentiality, and continuous improvement.
• Oversee administrative operations for required and elective clinical experiences, including core clerkships, advanced clinical experiences, sub-internships, and the Phase 3 Immersive Experience.
• Ensure accurate, equitable, transparent, and timely student placement, rotation scheduling, clinical site assignments, and schedule communication.
• Coordinate placement processes based on student preferences, site capacity, educational requirements, geographic considerations, approved accommodations, and special circumstances.
• Develop procedures for requesting, reviewing, documenting, approving, and communicating alternative assignments and rotation changes.
• Coordinate with curriculum leadership, the Registrar, and the Office of Student Progress when progression, remediation, leave, accommodations, or other circumstances affect scheduling.
• Develop contingency plans for site closures, reduced clinical capacity, preceptor or faculty availability issues, health-system changes, emergencies, and other disruptions.
• Develop clinical capacity plans with clinical partners and curriculum leadership, aligning educational requirements, enrollment, schedules, site capacity, availability, supervision, and anticipated growth.
• Oversee matrixed administrative and operational support for the Immersive Experience in partnership with its leadership, ensuring coordinators follow shared systems, workflows, timelines, documentation, communication, tracking, and problem-resolution processes.
• Serve as the primary administrator for the School of Medicine's clinical education management platform.
• Oversee platform configuration, scheduling workflows, clinical log tracking, evaluation routing, grade processing, reporting, and user support.
• Define operational metrics and reporting requirements, using dashboards and reporting tools to support oversight, decision-making, and continuous improvement.
• Monitor operational metrics and documentation needed for accreditation compliance.
• Maintain processes for required clinical experiences, student evaluations, feedback completion, and grade-reporting timelines.
• Develop and maintain standard operating procedures and operational documentation, and support accreditation reviews, audits, and institutional reporting.
• Collaborate with the Office of Curriculum and the Office of Faculty on student and preceptor onboarding across affiliated health systems, community-based training sites, and Immersive Experience sites.
• Oversee credentialing requirements, including immunization verification, background checks, drug screenings, EMR access, and site-specific compliance.
• Establish standardized onboarding procedures while accommodating site-specific requirements.
• Maintain working relationships with clinical partners and site administrators, and collaborate with appropriate faculty and program leaders regarding Immersive Experience partner institutions and site coordinators.
• Serve as the primary operational resource for students navigating clinical education logistics.
• Resolve escalated issues involving scheduling, placements, onboarding, software systems, tracking requirements, grade-processing workflows, and other administrative requirements.
• Collaborate with curriculum leadership to support student progression through clinical phases.
• Collaborate with curriculum and Immersive Experience leadership to maintain clinical operational policies and procedures.
• Assist in developing and maintaining student, faculty, and preceptor handbooks.
• Support committee and governance activities related to clinical education operations.

Benefits

• BYU retirement contribution of 8% at no cost to the employee; BYU contributes an additional 4% if the employee contributes 5% (rehire eligibility may differ).
• 13 paid holidays, 22 days of paid vacation, and 12 sick days accrued annually.
• Employee assistance program available to the employee and household members.
• Tuition benefits for employees and eligible family members.
• Access to athletic facilities.
• Medical and dental benefits.
• Short- and long-term disability benefits.
• Paid parental and maternity leave.
• Wellness program.
• Free on-campus parking.
• Free UTA passes for employees, spouses, and qualified dependents.
• Discounts at the BYU Store and for many BYU events.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager