Program Coordinator, Department of Anesthesiology

The University of Arizona•Tucson, AZ

1d•Onsite

About The Position

The University of Arizona Department of Anesthesiology seeks a Program Coordinator to support its educational mission, primarily by coordinating clinical education. The coordinator works with the Medical Student Clerkship Director, Senior Program Manager, Senior Program Coordinator, and educational program leadership to support medical student education and provide cross-coverage for residency and fellowship programs as assigned. The position requires effective communication with faculty, professional staff, residents, fellows, and medical students. The role coordinates medical student clerkships, electives, visiting students, and outside rotators; maintains schedules, records, policies, and educational materials; and supports evaluations and residency application documentation. It also provides administrative assistance to educational leadership and processes program-related financial transactions in accordance with University policies and procedures. The position is based at the University of Arizona Tucson Campus.

Requirements

Bachelor's degree or equivalent advanced learning attained through experience.
Up to 1 year of relevant work experience.
Ability to communicate effectively with different groups and individuals.
Attention to detail and openness to new approaches and ideas.
Ability to handle confidential and sensitive information.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and online collaboration tools such as Google Docs, Box, and Teams.
Ability to independently manage multiple responsibilities, set appropriate timelines, and complete projects and assignments by established deadlines.
Ability to build and maintain collaborative working relationships with the education team, department staff, program leadership, and medical school administration to coordinate priorities and achieve shared goals.

Responsibilities

Provide administrative support to the Medical Student Clerkship Director and serve as a primary administrative contact between the department, students, faculty, preceptors, and clinical education sites.
Coordinate medical student clerkships, electives, visiting students, and outside rotators within Anesthesiology and its subspecialties.
Generate, maintain, and distribute clinical and educational schedules.
Communicate schedules, policies, deadlines, expectations, orientation information, and clinical education requirements to students and faculty.
Respond to routine student inquiries and direct academic, performance, professionalism, or other concerns to appropriate clerkship leadership.
Collect, maintain, audit, and report medical student clinical education records, schedules, placement information, and related program documentation.
Maintain and update clerkship policies, forms, templates, orientation materials, and educational resources.
Use the Visiting Student Learning Opportunities (VSLO) system to support visiting student applications, rotations, scheduling, and related administration.
Create, assign, match, and track evaluations in New Innovations for medical student clerkships, residency, and fellowship programs, linking them to learners, rotations, faculty, and preceptors as appropriate.
Monitor completion of student, resident, fellow, faculty, and preceptor evaluations and follow up to support timely completion and accurate program records.
Coordinate and track Department Chair letters, Clerkship Director letters, letters of recommendation, scholarship letters, specialty-specific evaluations, SLOEs, and other residency application documentation.
Provide administrative support for medical student residency applications through ERAS, including managing departmental letters and documentation and tracking deadlines and specialty-specific requirements.
Provide administrative support to educational leadership as assigned and cross-cover residency and fellowship programs as needed.
Process and maintain educational-program financial transactions, including PCard transactions, reimbursements, purchasing, and other program-related expenses in accordance with University policies and procedures.