Job Listings

Program Manager

The University of Arizona
Job Location:
Tucson, Arizona
Health and Medical Services

Posting Number: req8240

Department: Family and Community Medicine

Location: UAHS - Tucson

Address: 655 N. Alvernon Way, #228, Tucson, AZ 85716 USA

Position Highlights

The Program Manager, is responsible for directing the administrative day-to day operations of the 3rd year Clerkship and the 4th year Electives Programs in a self-supervisory role for medical students, in agreement with the education objectives of the department, and in compliance with the Liaison Committee on Medical Education (LCME). The Program Manager participates in the ongoing review and revision of the clerkship and s/he must have a thorough understanding of the LCME accreditation process as well as the current policies and procedures set forth by the UA College of Medicine Educational Policy Committee. The Program Manager implements novel strategies to mitigate student issues within the program, determines methods to handle unforeseen or new concerns and makes timely decisions on the director's behalf. The Program Manager serves as the professional expert to faculty and staff, both inside and outside the University, for guidance in regards to academic program structure, academic program policies/procedures, and curriculum development/redesign.

University of Arizona College of Medicine has approximately 140 students per class and every 3rd year student is required to complete the Clerkship. In addition, all students are required to complete elective rotations during their 4th year.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Program Operations:

  • Manages operations of the medical education office, organizes and prioritizes necessary tasks, initiates changes and resolves issues as they arise. Monitors and supervises activities of 3rd year medical students (approximately 140) on their rotations to ensure compliance with clerkship objectives and completion of all required activities. Reviews and assists site directors with administration of College of Medicine policies. Serves as a College of Medicine liaison and assists with any problems or issues. Manages all information needs for LCME, the College and Department. Monitors staff - student interaction at exterior sites to ensure LCME standards and COM policies are followed. Actively manages issues related to COM policy violations.
  • Optimizes the students' experience with the clerkship by addressing student requests, issues and problems as they arise. Manages student credentialing at sites where required, including creating and distributing letters of good standing, arranging for drug testing, outside fingerprinting and coordinating with outside personnel on site specific orientation. Works with the Procurement and Contracting Services at the University of Arizona to initiate contracts with sites outside of Banner University Medical Center.
  • Approves expenditures and/or actions for administrative and operational needs related to the clerkship. Assists with preparation and administration of clerkship budget including assessment of future needs.
  • Provides technical guidance to faculty and staff on clerkship-associated wed based software systems (e.g., OASIS, New Innovations, UACCESS, MedLearn, myClinicalExchange, etc..).

Clerkship Administration:

  • Creates and manages clerkship rotation schedules and clinical site schedules (i.e., call schedules, didactic schedules,
    etc.) and resolve scheduling conflicts. Manages all student clinical rotations 6/8 (140 students) per year. Manages and
    participates in all clerkship orientations (6/8 times per year) for each rotation including preparation of materials and
    scheduling of lectures and/or labs. Schedule, administer and proctor clerkship National Board Medical Exam (NBME)
    subject exams (6/8 times annually). Coordinates and monitors the student assessment process and maintains complete and accurate student files. Sets up student performance assessment tools in New Innovations system, to ensure that student performance assessment are completed in adherence to LCME standards.

Elective and Sub I Administration:

  • Manages the daily operations in support of elective rotations, maintains electives manual and coordinates with
    Registrar, College of Medicine Student Affairs. Approves and maintains electives schedules. Manages visiting student
    rotations in VSAS/VSOL and OASIS. Monitors and supervises activities of the medical students on their rotations to
    ensure compliance with rotation objectives and completion of required activities. Optimizes the students' experience on
    elective rotations by addressing student requests, issues and problems as they arise. Manages student credentialing at
    sites, as required, including creating and distributing letters of good standing, arranging for drug testing and site-specific orientation.


  • Compiles and analyzes students assessments, assignments and other grade components using various web based software systems (New Innovations, OASIS, MedLearn/MedReports) for final clerkship summary evaluations for the Clerkship Director review 6/8 (140 students) per year. Compile and analyze elective grades from outside entities ensuring accuracy and grade validity.
  • Ensures grades are submitted in UAccess/OASIS on time and in accordance to the College of Medicine and University of Arizona policy guidelines in compliance with LCME requirements.
  • Analyzes additional reports that are completed throughout the rotations in MedLearn/MedReports for compliance of the clerkship objectives and completion of all required activities.
  • Manages and monitors the collection and reports of student performance, faculty, site and clerkship evaluations.


  • Functions as the primary liaison for medical students, faculty, residents, community faculty, 40 active teaching sites, and the Administration of the University of Arizona College of Medicine for any issues and/or questions directly relating to the Clerkship/Electives Programs.
  • Provides executive level of support to the Vice Chair of Education in matters relating to the medical education in the Department.
  • Provides executive level of support to the Clerkship/Elective Director(s) in matters relating to the clerkships/electives and functions as his/her representative on their behalf. Principal liaison to the clerkship/electives sites and clinical faculty. Function as the Clerkship/Elective Director's representative, as needed.
  • Position serves as the primary/first line of communication for the medical students with concerns and/or issues to resolve/rectify on behalf of Clerkship/Electives Director, in addition to providing academic coaching and advising.


  • Assist in curriculum development, including developing curricular materials and teaching materials. Develop and coordinate lectures and/or labs with full time and/or community volunteer faculty. Manages teaching materials and distribution to students, teaching faculty and preceptors. Develop and manage new procedures in response to changing curriculum requirements and/or policies in collaboration with Curricular Affairs.
  • Manage and organize teaching days for each clerkship rotation (6/8 times annually). Design, distribute and collect feedback surveys on teaching (internal) and sites (internal & external). Coordinate elective rotations with other programs, departments, hospitals, faculty and staff.
  • Participate in recruiting faculty and sites for teaching and ensuring retention. Facilitate the faculty title process by gathering the required documentation for Faculty Affairs at the University of Arizona to initiate Designated Campus Colleagues (DCCs) for faculty titles. Maintain a list of community faculty, sites and their faculty titles.
  • Planning and coordinating activities (Mentoring, Mixers, Open House, etc..) for medical students to promote interests in
    various specialties (Family & Community Medicine, Pediatrics, OB/Gyn, Surgery, etc.)
  • This position also attends meetings and serves on various committees for medical education and specialty specific both at the College Level and National organizations.

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through professional level experience required.
  • Five years of relevant work experience is required.

Preferred Qualifications

* Previous experience in higher education, particularly medical education. * Knowledge of FERPA and HIPPA.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Academic Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $53,946 - $62,534

Compensation Type: salary at 1.0 full-time equivalency (FTE)



Career Stream and Level


Job Family

Academic Affairs

Job Function

Academic Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Karyn Kolman |

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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