Medical Student Coordinator

Schedule: Full-Time, 35 hours per week, Monday through Friday.

Position Summary

The Medical Student Coordinator is responsible for coordinating all aspects of undergraduate medical education (UME) clinical rotations at Griffin Hospital. This position serves as the primary liaison between the hospital, affiliated medical schools, physician preceptors, and medical students to ensure a seamless educational experience while maintaining compliance with institutional and academic requirements.

The coordinator oversees the scheduling and onboarding of medical students from affiliated institutions, manages financial transactions related to student rotations, and supports physician faculty participating in clinical education.

Essential Responsibilities

• Coordinate clinical rotations for medical students from affiliated institutions, including Quinnipiac University, UMHS, Sacred Heart University Physician Assistant Program, Caribbean medical schools, and other participating schools.
• Coordinate daily student assignments and ensure students, particularly those assigned to surgical rotations, are placed at their clinical sites on time each morning.
• Serve as the primary point of contact for medical schools, students, physician preceptors, and hospital departments regarding rotation scheduling and requirements.
• Process student applications and onboarding documentation, including immunization records, background checks, HIPAA compliance, and institutional requirements.
• Schedule student rotations and maintain accurate rotation calendars and student records.
• Coordinate orientation, ID badges, parking, EMR access, and other onboarding activities.
• Communicate schedules, expectations, and rotation information to students, faculty, and clinical departments.
• Collect rotation fees and payments from affiliated medical schools.
• Process and coordinate payments to physician preceptors for teaching and supervising medical students.
• Maintain accurate financial records related to student rotations and preceptor compensation while working closely with the Finance Department.
• Maintain databases and prepare reports related to student activity, school affiliations, and program metrics.
• Collaborate with Human Resources, Information Technology, Security, Finance, physician offices, and clinical departments to facilitate student placements.
• Respond promptly to questions and resolve scheduling or rotation issues.
• Assist with accreditation-related documentation and other Medical Education initiatives as assigned.
• Perform additional administrative duties in support of the Medical Education Department.

Qualifications

• Bachelor's degree preferred.
• Minimum of two years of administrative or coordinator experience, preferably in healthcare, medical education, higher education, or academic administration.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Strong attention to detail and exceptional customer service skills.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to work independently while collaborating effectively with physicians, students, faculty, and hospital leadership.
• Experience with medical education management software (e.g., MedHub) is preferred.

Preferred Qualifications

• Experience coordinating undergraduate medical education (UME), physician assistant, or other healthcare professional student rotations.
• Knowledge of academic medical center operations and clinical education programs.
• Experience handling financial reconciliation, invoicing, or accounts payable/receivable functions is preferred.

Work Environment

This is a full-time, 35-hour per week position with a Monday through Friday schedule. Early morning start is required to support daily clinical operations and ensure timely placement of students at their assigned rotation sites. The position requires frequent interaction with physicians, students, faculty, hospital departments, and representatives from affiliated educational institutions and demands exceptional organizational, communication, and customer service skills.