PA Program Coordinator

Rocky Vista University•Englewood, CO

1d•Hybrid

About The Position

The Program Coordinator provides comprehensive and advanced administrative support for the Physician Assistant (PA) Program, with a balanced focus on coordinating the entire clinical phase of training, including its integrated didactic components and Capstone requirements. This critical role encompasses managing the logistical aspects of student clinical placements, ensuring necessary documentation is complete, and providing dedicated administrative support for all related didactic coursework and program completion activities as students progress through their clinical phase. The ideal candidate will possess exceptional organizational skills, problem-solving ability, attention to detail and accuracy, strong communication skills, and the capacity to independently manage complex, time-sensitive workflows across both functional areas, contributing significantly to student success and program excellence.

Requirements

Strong organizational skills; ability to manage multiple deadlines and complex, time-sensitive workflows across diverse functional areas.
Exceptional interpersonal and communication skills (written and verbal), with a professional and welcoming demeanor to effectively interact with diverse groups, including students, faculty, and staff.
Proficiency with standard office software (e.g., Microsoft Office Suite including Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g., Zoom), document management systems (e.g., OneDrive), and demonstrated ability to quickly learn and utilize specialized learning management systems (e.g., Canvas, Blackboard) and clinical tracking systems.
Strong technical aptitude and ability to troubleshoot technical issues in a virtual and in-person environment.
Proactive approach to staying informed of and adapting to evolving educational and administrative technologies to enhance program efficiency and effectiveness.
Demonstrated ability to manage multiple tasks, prioritize, and meet deadlines independently.
Commitment to student success and program excellence.
Ability to maintain confidentiality and handle sensitive information with discretion.
Capacity to work effectively in a team-based, multicultural environment.
Bachelor's degree in a relevant field such as education, business administration, or health sciences OR an Associate degree plus a minimum of 5 years of progressively responsible experience in academic program coordination, higher education administration, or clinical education.
Minimum of 2-3 years of experience in academic program coordination, higher education, or administrative roles requiring significant coordination and data management, specifically within an educational or clinical setting.

Nice To Haves

Experience in a clinical or educational setting, preferably in medical education.
Familiarity with clinical tracking systems, student evaluation processes, and learning management systems.
Experience managing virtual events and academic scheduling, and providing meeting support.
Background in student services or curriculum support.
Experience with workflow management software (e.g., Monday.com, ClickUp, AirTable, etc.).

Responsibilities

Coordinate student clinical rotations as directed by the PA clinical team, including identifying placement opportunities and ensuring all required documents for individual clinical sites are completed according to institutional (internal and external) requirements.
Address scheduling conflicts and respond to student or institutional inquiries regarding clinical placements.
Ensure all required student documents for clinical rotations are accurate and submitted on time.
Maintain organized records of clinical rotation sites, preceptors, and student assignments, including preceptor licensure, board certification, practice locations, affiliation agreements, and preceptor resumes/CVs.
Maintain accurate databases for clinical rotation sites and student placements, ensuring information is readily accessible for accreditation and reporting.
Support the monitoring of student progress while on clinical rotations, proactively addressing any issues.
Assist in the evaluation process for students during clinical rotations, clinical faculty, and clinical sites, maintaining records of evaluations and feedback.
Communicate with clinical preceptors to facilitate timely evaluations in line with program policy and accreditation standards.
Provide administrative support for the didactic curriculum and related activities during the clinical phase of training, particularly as it pertains to student progression from didactic to clinical phases, and program completion requirements, including Capstone-related requirements and comprehensive examinations.
Maintain accurate student academic records related to course completion, prerequisites for clinical rotations, and overall program completion requirements, collaborating with relevant administrative staff on overall academic records.
Serve as a primary point of contact for students (didactic and clinical phases), faculty, and visitors regarding clinical schedules, clinical preparation, Capstone-related requirements, and general program information.
Provide comprehensive course-related administrative support to faculty teaching clinical phase courses or involved in clinical supervision, including learning management system (LMS) support and material preparation.
Oversee the distribution, collection, and initial analysis of student, course, and faculty evaluations specifically for the clinical phase and its integrated didactic and Capstone components.
Contribute to maintaining accurate clinical and clinical phase didactic program data, generating reports for program evaluation, accreditation, and continuous improvement, particularly focusing on clinical outcomes and success metrics.
Coordinate logistics for various program-related meetings, including scheduling, room reservations, technology setup, and preparation of necessary materials.
Prepare and distribute meeting agendas, circulate pre-reading materials, and accurately record and distribute meeting minutes for committees (e.g., Student Assessment & Promotion Committee), faculty meetings, and clinical partner collaborations.
Manage follow-up actions from meetings, ensuring tasks are assigned and completed promptly.
Collaborate with the RVU Events Team and PA Operations Manager to coordinate and execute program-wide events such as white coat ceremonies, graduation, and clinical orientation sessions.
Participate in the ongoing evaluation and refinement of didactic and clinical administrative processes to enhance efficiency and effectiveness.
Participate in department meetings and contribute to special projects as assigned.