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Undergraduate Medical Education Program Coordinator (8164)

Children's Hospital & Medical Center - Omaha Omaha, NE

Job Description

Just like the children we serve, Children's is growing quickly and hiring an Undergraduate Medical Education Program Coordinator to coordinate rotations for which Children’s serves as a teaching site. The Coordinator is directly responsible for providing clinical and patient access to college and university learners from 24 or more different healthcare professions and is the liaison to nationwide colleges and universities. Ensure affiliated schools and approximately 900 learners per year meet educational and medical requirements while rotating at CHMC. Manage the hospital-wide automated online student management system for clinical scheduling, tracking onboarding requirements, and processing community reporting. 

Essential Functions/Competencies

% of Time



  1. Primary contact & coordinator for non-nursing students from national schools of higher education; manages rotations of student learners
  • Primary coordinator of more than 24 different healthcare programs and approximately 900 student learners per year
  • Receives and processes preliminary inquiries for placement of student learners from 45+ schools; compiles requests; approves as needed
  • Analyzes learners’ needs and balances organization’s capacity and provider availability to create an appropriate learning environment
  • Develops learner communication materials, including handbooks and other media forms, and tailors to the specifications of learners’ academic program specifications/objectives and organizational policies and procedures
  • Facilitates educational programs for learners assigned to CHMC, in cooperation with existing educational programs 
  • Develops, updates, schedules and directly facilitates orientation programs for all learners.  Ensures the content of the program meets requirements and applicable hospital policies/procedures. Collaborates with various users to ensure hospital orientation meets the needs of the programs and the organization, including review of academic affiliation agreements, Electronic Medical Record (EMR) training, assigns EMR accesses, creates security ID badges and grants security access, assigns parking, & manages meal compensation for those eligible
  • Coordinates student academic internships and shadow assignments with physicians or staff members as requested; contacts clinicians, schedules students, and completes onboarding requirements for students not supported by official school coordinators
  • Liaison between clinical departments to streamline onboarding and orientation processes; eliminates needs for individual departments to provide onboarding and orientation; provides independent hospital tours and presents standardized hospital information
  • Oversees and maintains all personnel files for the student learners assigned to CHMC, with accurate records in all hospital and department databases, in cooperation with existing programs where present; ensures compliance with Joint Commission requirements for learners
  • Coordinates the necessary administrative paperwork, records, reports and filing system to support a wide variety of educational programs
  • Maintains current list of program chairpersons, student coordinators and preceptors and works with them to support the quality of educational experience at Children’s
  • Analyzes student data trends to make decisions about future student capacity across all hospital functions; de-conflicts competing wants and needs of multiple academic programs


  1. Maintains demographic data, skill levels, program of assignment, clinical site information, and attendance records for all student learners 
  • Children’s primary manager of online student management system, myClinicalExchange (mCE); maintains accurate scheduling and attendance rotation records for learners assigned to CHMC in appropriate database(s) including mCE and Excel; > 2,500 learners per year
  • Maintains and tracks academic affiliation agreements for more than 45 universities and colleges; vital documentation to legal compliance
  • Enters attendance at educational programs and meetings in appropriate database(s)
  • Works collaboratively with graduate medical education, nursing education, finance, information technology, and sponsoring program university personnel to ensure accuracy of student data management


  1. Assists the Director, Medical Education with special projects, administrative duties and serving as a resource
  • Compiles annual reports on learner activity, community benefit reports, and overall quality/quantity of learning
  • Acquires, maintains, and reports education quality data
  • Prepares other reports and completes additional projects as assigned
  • Provides support for simulation activities and other Office of Education priorities


  1. Supports Graduate Medical Education functions
  • Provides backup capacity to Graduate Medical Education, Manager; works with universities to ensure coordination with referring programs 
  • Serves as point of contact for requests for reports to support accreditation needs of referring programs


Regular attendance at work is an essential function of the job.


Perform physical requirements as described in the Physical Requirements section



  1. Performs other duties as assigned




  • This position requires the ability to handle information of sensitive and complex issues.  Must demonstrate positive interpersonal relationship skills with individuals and groups in a wide variety of settings, representing CHMC and various pediatric educational programs in a positive manner at all times.
  • Proficient oral and written communication, organizational, financial and decision making skills.
  • Demonstrated skills in word processing, data analysis, problem solving, interpersonal, team building and customer service.
  • Ability to work independently and to work under pressure of deadlines and competing demands while maintaining confidentiality.
  • Medical terminology knowledge or clinical background essential.
  • Proficient knowledge of Excel spreadsheets, to include macros & equations.


  • Bachelor’s degree from an accredited college or university in healthcare, business administration, education, or related field required; or equivalent work experience may be substituted for education
  • Minimum 3 years' experience in healthcare, medical education, or related field required



  • Certification by the National Board for Certification for Training Administrators of Graduate Medical Education Programs (TAGME) is preferred after five years of hire


Job Details

Date Posted May 16, 2019
Date Closes August 14, 2019
Requisition 1830-6101
Address 8200 Dodge Street
Located In Omaha, NE
Department Office of Education
Job Type Full-time Employee
Compensation Hourly Wage, Based on Experience
Mon-Fri 7:30 am - 4:00 pm
Hours 40 hours per week
SOC Category 11-9039.00 Education Administrators, All Other
Zipcode 68114

This job offers the following benefits

  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • Business Travel Accident Insurance
  • Dental
  • Dependent Life Insurance
  • Employee Assistance Program (EAP)
  • Group Homeowners and Auto
  • Group Legal
  • Life Insurance
  • Long-Term Disability
  • Maternity / Paternity / Family Leave
  • Medical
  • Prescription Drug Plan
  • Short-Term Disability
  • Supplemental Insurance
  • Vision
  • Voluntary Life Insurance
  • Bereavement Pay
  • Cafeteria / Food
  • Continuing Education Program
  • Credit Union
  • Discounts on Employer Merchandise & Services
  • Employee Referral Program
  • Financial Planning
  • Free Parking
  • Health Fair
  • Nursing Facilities
  • Paid Holidays
  • Paid Vacations
  • Tuition Reimbursement
  • Wellness Program
  • Workout Facilities
  • Achievement Awards
  • Bonus Plan
  • Merit Increases

This job requires the following skills

  • Health Education Specialist
  • Medical Education / Training
  • Microsoft Office

Course(s) relevant to the skills listed for this position

At a Glance
Enjoy these benefits
  • 403(b) Retirement Savings Plan
  • Dependent-Care Spending Accounts
  • Flexible Spending Accounts
  • Health-Care Spending Accounts
  • Accidental Death and Dismemberment
  • And More ...