Student Coordinator

Aviva Health•Roseburg, OR

1d•$21 - $32•Onsite

About The Position

The Student Coordinator will coordinate student rotations with student programs to ensure smooth operations and optimal outcomes. This role involves collaborating with internal departments, university partners, and local healthcare institutions to support the needs of stakeholders, including students, faculty, providers, and the community served by the organization.

Requirements

Associate degree or equivalent experience.
Three years’ administrative experience.
Proficient in MS Office, Outlook, Word, Excel and SharePoint.
Excellent communication and interpersonal abilities.
Strong organizational and multitasking skills.
Exceptional ability to manage multiple priorities efficiently.
Ability to work collaboratively with a team, with community partners, and independently.
Flexible and adaptive to dynamic healthcare environment.
Excellent problem-solving skills and attention to detail.

Nice To Haves

Student Program (or Medical Education) and Healthcare environment work experience preferred.
Event planning and community engagement preferred.

Responsibilities

Establish and maintain a tracking system to manage the defined department and specific preceptor capacity for student rotations.
Maintain effective professional relationships and consistent communication with coordinator contacts from academic partners.
Coordinate with legal partners to update and maintain active affiliation agreements with academic partners. Identify gaps where affiliation agreements may be beneficial, especially in hard to staff locations. Track pending affiliation agreements and follow-up as needed until fully executed.
Coordinate, schedule, and thoroughly communicate student rotations, internships, internal learners and job shadows with internal and external points of contact. This includes setting up technology, training, and other internal requirements that may be required.
Provide appropriate and timely updates to department(s)/preceptor(s) working with visiting students, including reminder(s) prior to the rotation start date.
Track scheduled rotations, pending requests and clearance progress leading up to student’s start date. Utilize tracking sheets to ensure availability and feasibility within various departments.
Verify and coordinate all pre-screening compliance requirements, in accordance with organizational policies and affiliation agreements.
Collaborate with local health institutions to process and coordinate clearance paperwork, as needed, for learners that rotate at multiple sites.
Collaborate with internal and external contacts to arrange orientation for the first day of rotations.
Responsible for ensuring the students have their reporting instructions and materials (Aviva Health device, schedule, photo ID badge, door card key, etc.) when they arrive on the first day of their rotation. Ensure students can access their Aviva Health device and have necessary login information (such as EMR).
Coordinate with Residency Department and Family Medicine Clinic, to create day-to-day schedules for the MD/DO medical students, including sub-internships, family medicine outpatient and osteopathic manipulative medicine focused rotations.
When required by school affiliates: verify and submit student hours, and distribute and collect end of rotation evaluations from residents/preceptors/departments. As needed, provide roll-up report that includes identified key metrics by service line and SVP (Site Visit Protocol).
Conduct off-boarding interviews and evaluations of the student’s experience. Make recommendations for continuous improvements based on themes within the student feedback or industry trends.
Serve as key contact for student administrative needs, questions, concerns, and schedule changes.
Work with university partners to coordinate site visits and faculty development events as needed.
Work with local healthcare institutions to understand institutional and Medical Education policies and procedures.
Provide student information to recruiting department for follow up of interest in exploring career opportunities; provide recruiting with feedback from supervisor on student’s overall performance and recommendation to hire.
Collaborate with Community Engagement Director to include students in appropriate social events.
Publish calendar of events for networking, community building, and service.
Attend various events and job fairs, representing Aviva Health, promoting learner opportunities available at Aviva Health location(s).
Engage with the learner(s) as appropriate when they are on site at the clinic and/or attending educational activities, such as resident didactics.
Provide support to students to ensure positive experience while at Aviva Health.
Other relevant duties as assigned.