Student Coordinator

POSITION PURPOSE:

The Student Coordinator will coordinate student rotations with student programs to ensure smooth operations and optimal outcomes. This role involves collaborating with internal departments, university partners, and local healthcare institutions to support the needs of stakeholders, including students, faculty, providers, and the community served by the organization.

ESSENTIAL FUNCTIONS:

Student Coordination Duties

· Establish and maintain a tracking system to manage the defined department and specific preceptor capacity for student rotations.

· Maintain effective professional relationships and consistent communication with coordinator contacts from academic partners.

· Coordinate with legal partners to update and maintain active affiliation agreements with academic partners. Identify gaps where affiliation agreements may be beneficial, especially in hard to staff locations. Track pending affiliation agreements and follow-up as needed until fully executed.

· Coordinate, schedule, and thoroughly communicate student rotations, internships, internal learners and job shadows with internal and external points of contact. This includes setting up technology, training, and other internal requirements that may be required.

· Provide appropriate and timely updates to department(s)/preceptor(s) working with visiting students, including reminder(s) prior to the rotation start date.

· Track scheduled rotations, pending requests and clearance progress leading up to student’s start date. Utilize tracking sheets to ensure availability and feasibility within various departments.

· Verify and coordinate all pre-screening compliance requirements, in accordance with organizational policies and affiliation agreements.

· Collaborate with local health institutions to process and coordinate clearance paperwork, as needed, for learners that rotate at multiple sites.

· Collaborate with internal and external contacts to arrange orientation for the first day of rotations.

· Responsible for ensuring the students have their reporting instructions and materials (Aviva Health device, schedule, photo ID badge, door card key, etc.) when they arrive on the first day of their rotation. Ensure students can access their Aviva Health device and have necessary login information (such as EMR).

· Coordinate with Residency Department and Family Medicine Clinic, to create day-to-day schedules for the MD/DO medical students, including sub-internships, family medicine outpatient and osteopathic manipulative medicine focused rotations.

· When required by school affiliates: verify and submit student hours, and distribute and collect end of rotation evaluations from residents/preceptors/departments. As needed, provide roll-up report that includes identified key metrics by service line and SVP (Site Visit Protocol).

· Conduct off-boarding interviews and evaluations of the student’s experience. Make recommendations for continuous improvements based on themes within the student feedback or industry trends.

· Serve as key contact for student administrative needs, questions, concerns, and schedule changes.

· Work with university partners to coordinate site visits and faculty development events as needed.

· Work with local healthcare institutions to understand institutional and Medical Education policies and procedures.

· Provide student information to recruiting department for follow up of interest in exploring career opportunities; provide recruiting with feedback from supervisor on student’s overall performance and recommendation to hire.

· Occasional travel and use of company or personal vehicle.

· Adherence to all Aviva Health policies and procedures.

Community Engagement & Enrichment

· Collaborate with Community Engagement Director to include students in appropriate social events.

· Publish calendar of events for networking, community building, and service.

· Attend various events and job fairs, representing Aviva Health, promoting learner opportunities available at Aviva Health location(s).

· Engage with the learner(s) as appropriate when they are on site at the clinic and/or attending educational activities, such as resident didactics.

· Provide support to students to ensure positive experience while at Aviva Health.

· Other relevant duties as assigned.

QUALIFICATIONS:

· High School Diploma or GED required.

· Associate degree or equivalent experience.

· Three years’ administrative experience.

· Current Oregon Driver’s License and clean driving record.

· Proficient in MS Office, Outlook, Word, Excel and SharePoint.

· Student Program (or Medical Education) and Healthcare environment work experience preferred.

· Event planning and community engagement preferred.

· Excellent communication and interpersonal abilities.

· Strong organizational and multitasking skills.

· Exceptional ability to manage multiple priorities efficiently.

· Ability to work collaboratively with a team, with community partners, and independently.

· Flexible and adaptive to dynamic healthcare environment.

· Excellent problem-solving skills and attention to detail.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

· Remain in a stationary position frequently during the day while performing administrative duties.

· Move or traverse occasionally during the day throughout the office.

· Operate equipment frequently during the day: computer and other standard office equipment.

· Ability to communicate information and ideas clearly and accurately so others will understand; ability to interact with community partners, students, and staff clearly.

· Able to move or transport up to 20 pounds while transporting laptop or setting up for events.

· Work indoors in heat-controlled environment 100% of the day. May experience periodic exposure to cold or hot weather conditions during outdoor events.

· OSHA Exposure Category – Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.

· In-person work during normal business hours. Periodic evening or weekend work while coordinating and attending networking and social events.

· Periodic travel and use of company vehicle.

DISCLAIMER:

Employees must be able to perform the essential functions of their position satisfactorily. Aviva Health will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the operation of the business. To request a reasonable accommodation, please contact the VP of Human Resources or their designee by email.

ACKNOWLEDGEMENT:

This Description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Aviva Health retains the right to change or assign other duties to this position