Clinical Education Operations Manager - School of Medicine

Brigham Young University•Provo, UT

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 role oversees operational 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. Working with curriculum leadership, clerkship directors, university offices, and clinical partners, the Manager develops and maintains systems supporting 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, the role calls for an innovative, adaptable, highly organized leader who can establish systems, respond to evolving program needs, and continuously improve operations.

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, and 3 or more 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 and 5 or more 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 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 capacity as needed.
Establish operational priorities, performance expectations, service standards, workload distribution, coverage plans, and communication practices across Phase 2 and Phase 3 programs.
Develop coordinated workflows for clinical rotations and the Immersive Experience, covering placement, onboarding, scheduling, documentation, communication, and problem resolution.
Promote service, accountability, collaboration, responsiveness, confidentiality, and continuous improvement.
Oversee administrative personnel and operations for required and elective clinical experiences, including clerkships, advanced clinical experiences, sub-internships, and the Phase 3 Immersive Experience.
Ensure student placements, rotation schedules, site assignments, and related communications are accurate, equitable, transparent, and timely.
Coordinate placement processes using student preferences, site capacity, educational requirements, geographic considerations, approved accommodations, and special circumstances.
Develop procedures for requesting, reviewing, documenting, approving, and communicating alternative rotation assignments and changes.
Coordinate with curriculum and student-support offices when progression, remediation, leave, accommodations, or other circumstances affect scheduling.
Develop contingency plans for site closures, capacity losses, availability issues, health-system changes, emergencies, and other disruptions.
Develop clinical capacity plans with clinical partners and curriculum leadership that account for 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 use clinical education operations systems, workflows, timelines, documentation, communications, tracking, and problem-resolution processes.
Serve as primary administrator for the School of Medicine’s clinical education management platform, overseeing configuration, scheduling workflows, clinical log tracking, evaluation routing, grade processing, reporting, and user support.
Define operational metrics and reporting requirements and use dashboards and reporting tools to support oversight, decision-making, and improvement.
Monitor operational metrics and documentation supporting accreditation compliance; maintain processes for required clinical experiences, 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 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 requirements.
Establish standardized onboarding procedures while accommodating site-specific requirements and maintain relationships with clinical partners and site administrators.
Serve as the primary operational resource for students on clinical education logistics and resolve escalated issues involving scheduling, placements, onboarding, systems, tracking, and grade-processing workflows.
Collaborate with curriculum leadership to support student progression through clinical phases.
Collaborate with curriculum and Immersive Experience leadership on clinical operational policies and procedures; assist with student, faculty, and preceptor handbooks; and support related committees and governance activities.

Benefits

BYU retirement contribution of 8% at no cost to the employee; BYU adds 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.