Outpatient Selective Coordinator

As a key member of the Department of Pediatrics education team at the University of Minnesota, the Outpatient Selective Coordinator plays a vital administrative and strategic role in the training of future physicians. Serving as a visible representative of one of the university's largest departments, this position directly supports the academic mission by ensuring the effective coordination of outpatient clinical experiences in internal medicine, psychiatry, and pediatrics for approximately 160 medical students each year.

The coordinator works in close partnership with faculty, clinical sites, and institutional stakeholders to deliver high-quality, well-organized clinical placements and educational experiences. This position requires a high degree of independence, attention to detail, and professionalism. It is a hybrid role, combining remote work with regular on-campus responsibilities, and occasionally requires working outside of standard business hours to meet program needs.

Job Duties
50% Course Operations & Logistics

• Oversee day-to-day management of the Outpatient Selective course, independently coordinating timelines, instructional delivery, and operational workflows.
• Anticipate and address administrative needs, implementing systems that support efficient course execution and long-term scalability.
• Manage the course calendar, including scheduling didactic sessions, site placements, and events; track changes and ensure all stakeholders are updated in real-time.
• Coordinate preparation and timely distribution of all course materials (e.g., syllabi, assignments, orientation documents), supporting faculty course director in ensuring content aligns with curricular goals and academic standards.

20% Faculty & Stakeholder Engagement

• Collaborate closely with the course director to refine course structure, implement feedback, and ensure alignment with institutional objectives and accreditation (LCME) standards.
• Serve as the initial administrative liaison between the course and key stakeholders-including students, clinical site coordinators, faculty preceptors, and administrative departments.
• Represent the course at program and departmental meetings, synthesizing information, contributing to decision-making, and reporting back to the course leadership.
• Act as a resource for students and faculty, resolving or escalating complex issues, responding to inquiries, and providing guidance on policies, schedules, and course expectations.

10% Administrative & Financial Oversight

• Support faculty with administrative tasks, including setting up evaluations, assisting with grading logistics, collecting and summarizing student feedback, and preparing final reports.
• Track and manage course expenses, including materials ordering, guest speaker honoraria, event costs, and site-related reimbursements.
• Monitor procurement processes and ensure timely distribution of course materials and supplies to students and preceptors.

10% Communication & Record Management

• Develop and manage multi-channel communication strategies, ensuring consistent, timely dissemination of course information via email, learning management system announcements, and shared platforms.
• Maintain accurate and up-to-date course records, including rosters, site placements, attendance logs, assignment submissions, and grading data.
• Prepare agendas, meeting notes, and actionable follow-ups for team meetings and course planning sessions.
• Generate regular reports and summaries for internal stakeholders and program leadership, documenting course outcomes, challenges, and improvements.
• Ensure compliance with FERPA and institutional policies on student data management and academic integrity.

10% Event & Session Coordination

• Plan and coordinate course-related events, such as orientation sessions, site coordinator meetings, guest speaker lectures, student workshops, and end-of-rotation debriefs.
• Manage logistical needs for all events, including room reservations, catering, A/V setup, and guest communications for both in-person and virtual formats.
• Work with information technology or learning technology teams to troubleshoot issues and ensure smooth delivery of online or hybrid learning components.

All required qualifications must be documented on application materials

Required Qualifications:

• Bachelor's degree or a combination of education and related experience to total four years.
• Project or program coordination experience in a complex, multi-stakeholder environment.
• Proficiency with organizational tools and technology, including Google Workspace (Docs, Sheets, Calendar), word processing, spreadsheets, and scheduling programs; ability to learn new systems quickly.
• Strong written and verbal communication skills, with advanced proficiency in English grammar, punctuation, and spelling.
• Demonstrated ability to work independently, manage multiple priorities, and adapt to changing demands.
• Experience maintaining accurate records and handling confidential information in accordance with institutional or regulatory policies.

Preferred Qualifications:

• Proven ability to work both independently and collaboratively, including occasional availability outside standard business hours.
• Experience in higher education, medical education, or health professions training settings.
• Demonstrated professionalism in responding to inquiries accurately, promptly, and with appropriate tone and judgment.
• Strong organizational, planning, and execution skills, with the ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Ability to exercise sound judgment, discretion, and maintain confidentiality in sensitive or high-stakes situations.
• Experience using the University of Minnesota's Electronic Financial System (EFS) or similar financial or procurement platforms.
• Experience coordinating events, workshops, or professional development sessions, including logistics, communication, and follow-up.
• Familiarity with learning management systems (e.g., Canvas) and student information systems.

Pay Range: $28.85 - $30.47/hr; depending on education/qualifications/experience

Time Appointment Category: 80% (32 hours/week)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.
The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.