Clinical Rotations Office Coordinator

Riverside Health System•Newport News, VA

6d•Onsite

About The Position

Coordinates and provides operational oversight for the Clinical Rotations Office (CRO), establishing and optimizing workflows to ensure efficient learner onboarding, compliance, and rotation placement. Collaborates with academic and clinical stakeholders, including GME program leadership, to coordinate schedules, facilitate audition rotation placement for medical students within residency programs, and maintain strong partnerships that support seamless learner experiences. Serves as the subject matter expert for onboarding, compliance, and learner access across all learner types, while maintaining data integrity and reporting to support operational excellence. Administers the learner housing program, ensuring safe, well-maintained accommodation and timely resolution of housing needs to enhance the overall educational experience.

Requirements

High School Diploma or GED (Required)
2 years Office administration/clerical experience (Required)
Self starter and able to work independently
Able to multitask and proactively manage the job responsibilities
High level of written and verbal communication skills
High level of customer service skills

Nice To Haves

Associates Degree, Business or Healthcare related field (Preferred)
1 year Experience in GME or UME program (Preferred)

Responsibilities

Onboarding and compliance for all learner types, ensuring completion of affiliation agreements, required documentation (e.g., immunizations, background checks, drug screens, certifications, etc.), and institutional/regulatory requirements (including ACGME).
Directs system access (e.g., NED/AD/CARS, Epic, etc.), badging, scrubs, meal plans, and required training modules to ensure learners are fully prepared prior to their start date.
Collaborates with IT support, internal Help Desk, external system partners (e.g., VSLO, MyClinicalExchange), and Human Resources to coordinate access, resolve technical issues, and verify employment history as needed.
Directs clinical rotation placements, including audition rotations for medical students, in collaboration with GME leadership, residency program directors and program managers, academic institutions, and clinical departments.
Resolves complex scheduling conflicts and strengthens stakeholder partnerships to ensure seamless learner integration.
Oversees and maintains accurate and up-to-date data across multiple systems (e.g., New Innovations, MyClinicalExchange, VSLO, and internal databases) to support onboarding, compliance, and rotation tracking.
Prepares and analyzes monthly and annual reports on learner volumes, placement and utilization, and key operational metrics, delivering actionable insights to GME leadership to support strategic planning and health system decisions.
Provides ongoing guidance and support to learners throughout their experience and compiles evaluation data for timely reporting to academic institutions.
Helps run the daily operations of the Clinical Rotations Office (CRO), establishing standardized workflows, ensuring consistency across processes, and driving continuous improvement initiatives to enhance efficiency, compliance, and the learner experience.
Oversees the learner housing program, including assignments, inspections, and operational coordination.
Manages maintenance requests, coordinates routine cleaning services, and ensures timely issue resolution.
Maintains inventory and orders/delivers cleaning supplies to support housing upkeep.