Program Coordinator -Central Medical Student Coordination

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.