Program Coordinator

Job Profile:

Academic Advisor 4

Job Family:

Academic Advising

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description:

The Senior Program Coordinator, Clerkships is responsible for the centralized coordination and operational management of the clerkship phase of the Doctor of Medicine (MD) curriculum. This position supports Transition to Clerkships and all required clerkships, serving as the primary administrative point of contact for clerkship operations, working collaboratively with Clerkship Directors, clinical faculty, clinical site coordinators, students, clinical affiliates, and institutional leadership.

The Senior Program Coordinator, Clerkships oversees student scheduling and rotation logistics, clinical site onboarding and credentialing, accreditation-related processes, clerkship communications, curriculum support, and continuous quality improvement activities. The position ensures that clerkship operations comply with Liaison Committee on Medical Education (LCME) accreditation standards, John Shufeldt School of Medicine and Medical Engineering policies, and established clinical education processes. 

This position reports to the Senior Director of Medical Education.

Salary Range: $54,600 to $75,000 annually; DOE

Essential Duties:

Daily Operations

• Coordinate curricular operations for all required clinical courses in the clerkship phase.

• Serve as the primary administrative point of contact for all clinical courses in the clerkship phase.

• Partner with Clerkship and Transitions Directors to ensure successful delivery of each clerkship.

• Develop, maintain, and distribute clerkship calendars, schedules, and operational timelines.

• Coordinate student clerkship orientation materials and clerkship communications.

• Organize clerkship meetings and maintain meeting documentation and action items.

• Maintain and update rotations, activities, learning events, assignments, and reports in the learning management system.

• Communicate schedules, deadlines, policies, and clerkship or course expectations.

• Respond to routine student questions and direct complex issues to appropriate leadership.

• Manage the Shufeldt-related duties of HonorHealth clinical site coordinators as it relates to the clerkship phase.

Student Scheduling and Clinical Rotations

• Assist with the Applied Clinical Skills (ACS) and clerkship scheduling process, including administration of the student scheduling lottery, assignment of rotation schedules and sites.

• Assign and maintain student clinical rotation schedules across all clerkships and ACS.

• At the direction of the Senior Director of Medical Education, coordinate schedule changes, site assignments, and rotation adjustments while maintaining equity and institutional policies.

• Maintain accurate rotation records and scheduling databases.

• Submit and track student credentialing requests through MyClinicalExchange and other clinical partner onboarding systems.

• In collaboration with Shufeldt School Registrar, coordinate completion of onboarding requirements for all clinical affiliates.

• In collaboration with Shufeldt School Registrar, regularly audit schedules in the LMS for consistency, accuracy, gaps, and redundancies; ensure student schedules meet clerkship graduation requirements.

• Serve as point of contact with clinical site coordinators regarding onboarding and placement logistics.

Clerkship Support

• Collaborate with Clerkship Directors to organize and maintain clerkship operations.

• Assist with development, formatting, and annual updates of clerkship syllabi.

• Coordinate clerkship learning materials and required student resources.

• In partnership with Instructional Designers, assist with implementation of curricular improvements and new clerkship initiatives.

• In collaboration with clinical site coordinators, coordinate educational activities, orientation sessions, and required clerkship meetings.

• Coordinate scheduling of leadership visits to clinical education sites.

• Serve as point of contact between the medical school and affiliated clinical training sites.

• Maintain current contact information for clerkship sites and educational partners.

• Organize and track faculty requirements as it relates to faculty appointments and preceptorship of students.

• Support development and maintenance of positive relationships with clinical affiliates.

• Proctor exams in collaboration with the Office of Assessment and Evaluation.

Accreditation, Compliance, and Quality Assurance

• Support compliance with LCME accreditation standards and DCI adherence related to clinical education.

• Implement and maintain ASU John Shufeldt School of Medicine and Medical Engineering clerkship processes established for accreditation.

• Track completion of required clerkship assignments and educational activities.

• Monitor student duty hours and prepare regular compliance reports.

• Maintain documentation supporting accreditation and continuous quality improvement efforts.

• Assist with preparation of reports and documentation for accreditation, committees, program evaluation, and strategic planning.

Administrative Responsibilities

• Develop standard operating procedures and workflow documentation.

• Maintain confidentiality of student educational records in accordance with FERPA and institutional policies.

• Perform other duties as assigned in support of undergraduate medical education.

Desired Qualifications:

• Three or more years of experience supporting clerkship administration in undergraduate medical education.

• Experience managing a team.

• Experience with LCME accreditation standards and clinical education compliance.

• Experience with MyClinicalExchange or comparable clinical placement and credentialing systems.

• Proficiency with health professions learning management systems (Elentra, One45, etc.) and curriculum management systems (Oasis, New Innovations, etc.).

• Experience supporting multiple educational programs or departments simultaneously.

• Experience developing operational workflows, reports, and quality improvement processes.

• Experience in establishing and maintaining effective working relationships with internal and external clients. 

• Experience in developing and conducting group presentations targeted to programming, perspectives, or audiences. 

• Demonstrated knowledge of the principles, practices, methods and techniques of customer service.

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse

• Frequent physical demands may include stooping, bending, crawling under/around objects, reaching, lifting and pushing objects of varying weights up to up to 20 pounds (light) 

• The primary work location is the Downtown Phoenix campus, but a presence on other campuses or at off-campus HonorHealth locations may be required. 

• In-person position only

• Position may involve shared offices/space

• This position is full-time, and the incumbent must be available Monday - Friday, 8am-5pm.

Department Statement:

The John Shufeldt School of Medicine and Medical Engineering at Arizona State University, a flagship component of the broader ASU Health initiative, is boldly re-imagining medical education by merging clinical medicine, biomedical science, engineering, and technology into one integrated student experience. Built from the ground up for today’s health-care challenges, the school trains physicians who not only provide exceptional patient care but also lead innovation, applying artificial intelligence, advanced diagnostics, and human-centered design to transform the future of medicine.

The school has received preliminary accreditation from the Liaison Committee on Medical Education (LCME) and is preparing to welcome its inaugural class in Fall 2026 on the Downtown Phoenix campus.

By educating physician-engineers fluent in medicine, engineering, and the humanities, the John Shufeldt School of Medicine and Medical Engineering is creating leaders who will rethink how care is delivered, measured, and improved — for Arizona’s communities and beyond.

Join us as we shape a new model of medical education and build the future of health care.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Downtown Phoenix

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$27368.htmld

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.