Clinical Education & Scheduling Coordinator

Position Overview:

The Clinical Education and Scheduling Coordinator is housed within the Office of Undergraduate Medical Education at the University of Minnesota and is responsible for clinical course scheduling and registration, managing visiting students and UMMS students' away rotations, and collaborative planning for regional campus centralization of operations. The Clinical Education and Scheduling Coordinator ensures that UME departments and students are supported through effective communication and centralized processes across the Twin Cities and regional campuses. The Clinical Education and Scheduling Coordinator is responsible for maintaining department course and clinical site information, maintaining the course directory, and tracking requirements for off-cycle students. This position reports to the Medical School Clinical Education Manager.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is primarily remote with flexibility to be on campus a couple of times during the year.

Duties/Responsibilities:

50%: Course Scheduling, Records and Enrollment

• Manage student schedule requests, update schedules in MEdIS and notify affected course personnel
• Schedule initial academic year for clinical coursework, including Longitudinal Integrated Clerkships, core required clerkships, and arranged electives
• Manage 4th year elective scheduling process
• Make site specific placements for core clerkships based on capacity
• Coordinate with department coordinators on student placements, schedule changes, current capacity and scheduling settings for clinical courses
• Communicate reminders and timely updates with each class of students related to add/drop deadlines and onboarding requirements
• Maintain MEdIS system information and ensure course, capacity, and section data are accurate
• New Course Proposals - Shepherd new course ideas through the course proposal process - set up the new course, notify team members when a new course is created and send out new course announcements to students when applicable
• Course Catalog Management (CourseDog) - Make updates in CourseDog to existing courses as needed, communicate with team members about updates as needed, and conduct yearly audits of courses in CourseDog
• Work with Curriculum Manager and medical school departments to maintain course directory pages and respond to requests for improvements/edits
• Collaborate with the departments of Student Affairs, Curriculum, and Health Sciences Technology to create system requirements and centralized procedures to support tri-campus operations

50%: Visiting Student and Away Rotation Coordination

• Manage visiting student process, organize applications by department, send offers, track eligibility and compliance
• Coordinate with the finance team to manage billing for visiting students
• Process background studies for approved visiting students
• Schedule visiting students appropriately in MEdIS
• Solicit elective course offerings from departments to create the UMMS catalog in the Visiting Student Learning Opportunities (VSLO) system
• Establish affiliation agreements with visiting students' home institutions, and for UMMS students on away rotations at teaching hospitals or other sites requiring an agreement
• Support UMMS students' in the away rotation application process, uploading documents and confirming requirements as needed
• Manage away rotation applications for UMMS students, approve and schedule accordingly
• Manage away rotation grades and evaluations and interdisciplinary research grades
• Establish procedures to welcome visiting students to the regional St. Cloud and Duluth campuses
• Expand VSLO accounts to allow regional campus students to apply for away rotations
• Create process guides for students and coordinators related to scheduling, visiting student opportunities, and away rotation applications
• Website updating and maintenance

All required qualifications must be included in the application materials

Required Qualifications:

• Bachelor's degree and two years' experience in college or university registration and records, or a combination of education and relevant work experience to equal at least six years
• Demonstrated experience in managing student records in compliance with FERPA
• Demonstrated knowledge of policy and procedure development within a university and/or college setting
• Demonstrated experience implementing new technologies into daily work and long-term planning
• Demonstrated ability to proactively problem solve and apply learned knowledge across similar scenarios as they arise
• Strong administrative skills with the ability to manage multiple priorities and deliver timely results with high attention to detail and accuracy
• Strong communication and interpersonal skills with a customer service mindset

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay Range: $25.48 - $27.88 per hour ($53,000 - $58,000 annually); depending on education/qualifications/experience

Time Appointment Category:100% Appointment

Work Location: Primarily Remote

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To be considered for this position, applicants must upload a cover letter and resume.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).