Program Coordinator -Central Medical Student Coordination

Job Duties

POSITION SUMMARY STATEMENT:

The Program Coordinator - Central Medical Student Coordination serves as the central operational hub for medical student and related learner education across HealthPartners. This role provides system-wide coordination infrastructure, guidance, and support across multiple disciplines, sites, schools, and departments to improve consistency, reduce administrative burden, strengthen academic partner relationships, and support a high-quality learner and preceptor experience. The position centrally coordinates compliance, reporting, optimization of affiliation-related workflows such as learner access and onboarding, operational communication, and student systems support while preserving appropriate local ownership of learner experiences within departments. Program- and department-based coordinators remain responsible for the onboarding, scheduling, communication, and day-to-day support of medical students within their respective programs and clinical areas. The central coordinator complements, rather than replaces, this local support by providing shared infrastructure, system-level coordination, consistent guidance, and escalation support for needs that cross programs, departments, sites, or academic partners. The role also supports strategic work related to learner capacity management, educational quality improvement, and student/preceptor experience.

The role also provides course and site coordination for the University of Minnesota (UMN) Medical School's REACH program (Regions Equitable and Affordable Community Health Program Longitudinal Integrated Curriculum) .

MINIMUM QUALIFICATIONS:

Education, Experience or Equivalent Combination:

Bachelor's degree or equivalent combination of education and experience

3-5 years of experience in program coordination, healthcare operations, education administration, learner placement, or healthcare student administration

Experience supporting medical education operations, healthcare administration, compliance, credentialing, or student-related workflows

Knowledge, Skills, and Abilities:

Experience in Undergraduate Medical Education (UME), Graduate Medical Education (GME), Advanced Practice Clinician (APC) education, academic affairs administration, longitudinal integrated clerkships, or healthcare operations

Experience coordinating multi-site education programs, academic partner relationships, accreditation-related workflows, school affiliation processes, curricula/didactics, orientations, evaluations, exams, or student schedules

Project management experience, including process improvement, capacity planning, reporting, calendar/schedule management, or implementation of new learner experiences

PREFERRED QUALIFICATIONS:

Education, Experience or Equivalent Combination:

Familiarity with HealthPartners student tracking and scheduling software, University of Minnesota (UMN) Medical School course management software, and similar systems

Knowledge, Skills, and Abilities:

Ability to operate through influence rather than direct authority, anticipate issues before they escalate, manage ambiguity, and maintain strong operational boundaries

ESSENTIAL DUTIES:

REACH LIC Coordination - 50%

This portion of the role focuses on dedicated program coordination for the REACH LIC, including schedule infrastructure, learner support, academic partner communication, curricular logistics, tracking, reporting, and operational follow-through needed to support a high-quality longitudinal clerkship experience.

Coordinates daily, weekly, block, and yearly calendars

Develops, maintains, updates, and distributes schedules including scheduling templates, block schedules, didactic schedules, individual student assignments, daily duty clarification, clinic assignments, orientation calendar, and simulation sessions

Supports yearly capacity planning and operational discussions, confirms feasibility of and changes to schedules with departments and UMN Medical School partners

Manages onboarding, recruitment, and offboarding needs and events

Develops and coordinates REACH student onboarding and orientation locally, through the UMN Medical School, and with community partners. Is present at much of orientation week when needed

Coordinates and engages in the recruitment/interview process. Participates in student interviews and engages in feedback for ranking

Updates and clarifies UMN and HealthPartners promotional materials regarding the REACH program and details

Coordinates student offboarding and post-graduation activities including collecting supplies, drafting letters of recommendation, distributing/processing surveys such as program feedback requests, and answering UMN questions for letters and comments

Supports student tracking, evaluation, grading, and other general communication

Tracks and coordinates absences, schedule changes

Tracks program completion needs including attendance at didactic sessions, student assignments, etc.

Engages with UMN Medical School coordinator groups and with the larger infrastructure with duties including facilitating evaluations, evaluation tracking, assignment completion, grading, Med School reporting, Medical Education and Research Costs (MERC) reporting, adherence to policies, Annual Clerkship Reviews, conveying information to site and course coordinators, and general operations

Supports curricular needs and coordinates communication

Manages content and updates on Canvas learning management system with input program directors. Manages assignment release and assists in tracking completion of curricular components

Tracks shelf exam signup and other exam/assignment completion

Coordinates and rotation-specific logistics in partnership with local and UMN contacts for workshops, other overlapping needs

Manages didactic and special event room requests, simulation scheduling/reservations, AV needs, material needs, and other reservations/logistics

Supports daily operations and team communication

Meets regularly with directors regarding logistics issues. Maintains a standing agenda for meetings

Serves as a contact point for students, preceptors, coordinators, administrators, and other stakeholders

Assists with other program needs as assigned

Updates and maintains communication lists, program materials, and related SharePoint or Teams-based resources

Attends required UMN and other curricular meetings for clerkships and LICs

Supports payments and logistics requiring payments within the REACH budget

Manages ERP and budget needs, paying for swag, supplies, and books, and coordinates and pays for teambuilding, graduation, onboarding, and other events with P-Card

Central Student Coordination - 50%

This portion of the role focuses on system-level coordination infrastructure, guidance, oversight, communication, reporting, and escalation support for learner operations rather than daily administration of all site- or department-specific learner activities.

Provides centralized operational guidance, coordination infrastructure, and access support

Serves as a central liaison and coordination resource for schools, registrars, academic program administrators, departments, and operational services to support consistent learner-related processes

Partners with site and department coordinators to develop efficient, sustainable workflows and escalation pathways for learner needs related to system access, parking, badging, call rooms, and other operational services

Provides centralized coordination support for onboarding, scheduling/logistics, and operational workflows for MD, DO, DPM, and medical school-sponsored learners across HealthPartners training sites, while maintaining appropriate local ownership of learner-specific arrangements

Supports system-wide consistency in the collection, verification, and distribution of required learner operational items, including Health Insurance Portability and Accountability Act (HIPAA) training, immunizations, compliance requirements, policy acknowledgements, Epic access, badge requirements, Joint Commission requirements, and Minnesota Department of Health requirements

Strengthens academic partner coordination and enterprise communication

Supports centralized relationship management and communication infrastructure with the University of Minnesota and other medical school partners

Facilitates planning and implementation support for new rotations or educational experiences by coordinating communication, identifying operational considerations, and engaging appropriate site or department stakeholders

Serves as a central point of contact and escalation resource for system-level operational questions, learner-related issues, logistics, capacity questions, and communication needs between schools, learners, clinical sites, departments, and HealthPartners staff

Supports system-level dissemination of UME communication, newsletters, Visiting Student Learning Opportunities (VSLO) licensing/training information, and school-related logistics to promote consistent awareness across stakeholders

Provides compliance, reporting, accreditation, and affiliation coordination support

Develops and maintains reporting infrastructure to support visibility into learner counts, placement trends, school affiliations, participating sites and departments, and preceptor participation

Supports MERC reporting, institutional site visits, accreditation-related requests, regulatory inquiries, and affiliation agreement workflows by coordinating information, aligning stakeholders, and contributing learner operations expertise alongside existing agreement colleagues

Supports learner capacity planning and strategic coordination

Monitors placement capacity and utilization trends in collaboration with schools, sites, and departments to identify opportunities, constraints, underserved specialties, or geographic gaps

Supports strategic discussions related to learner capacity, preferred partner reviews, placement negotiations, student workforce strategy, professionalism initiatives, accommodation/accessibility workgroups, and regional campus logistics as assigned

Supports learner and preceptor experience improvement

Supports infrastructure for preceptor education, preceptor development events, learner and preceptor feedback collection, surveys, and focus groups.

Aggregates and analyzes information from schools, clerkships, UMN dashboards, SS4L, and internal surveys to identify trends and recommend improvements to the learner experience, preceptor experience, learning environment, and workforce pipeline.

Maintains learner operations infrastructure and supports evolving program needs

Maintains and improves learner-related infrastructure, resources, and communication tools such as MedEdToGo, SharePoint, websites, secure storage tracking, and shared information repositories; supports broader learner operations needs, and other learner-related initiatives as assigned.

*Job description rankings/percentages are intended to reflect normal averages over an extended period of time and are subject to daily variances. Quality and efficiency standards should at no time be compromised to meet the average expectations expressed above. Job descriptions are subject to change to accommodate organization or department needs.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Minimum Education Required

Bachelor Degree

Minimum Experience Required

3 - 5 years

Shift

First (Day)

Number of Openings

1

Public Transportation Accessible

Yes

Veterans Encouraged to Apply

No

Physical Required

Yes

Drug Test Required

Yes

Compensation

$28.70 - $43.06 / Hourly

Postal Code

55107

Job Type

Full Time

Place of Work

On-site

Requisition ID

123196

Job Benefits

Not specified