Job Positions

Manager of Clinical Administrative Operations

Categories: Northeast Region 1




University Support Services, an affiliate of St. George's University

Date Posted:

Apr 19 2021 10:20AM

Close Date:

May 14 2021

Position Description

The Manager of Clinical Administrative Operations (MCAO) is responsible for ensuring requisite documentation is sent to hospital partners, NYSED paperwork is processed in a timely fashion to remain compliant, non-affiliate paperwork is processed in advance, and smooth operational processes with NBME clinical examinations. The MCAO is responsible for developing a relationship with our clinical partners to ensure we are effectively communicating and meeting all expectations as well as collecting important data needed for accreditation and/or clinical inventory. This position will report to the Vice President, Clinical Education Operations.


• Supervises, motivates, and trains program coordinators and NBME coordinators, and supervises daily activities to meet the operational needs and goals of the department; includes managing time-off, approving time sheets, setting priorities, managing staff resources, staff meetings, etc.
• Oversees the administration of documentation needed for clinical students to begin their clinical rotations as well as the administrative operations of all clinical NBME examinations.
• Ensures standardized paperwork is sent to each hospital partner at least 30-45 days prior to the start of the rotation. Ensures all paperwork is scanned into the electronic student file.
• Oversees the non-affiliate elective process. Ensures all non-affiliate paperwork is processed at least 30-45 days prior to the elective start. Works closely with legal and compliance on any contracts or student issues.
• Oversees the NYSED paperwork process. Ensures NYSED paperwork is processed within a specific timeframe and responsible for running compliance reporting
• Oversees the clinical NBME operations, which includes supervising the ordering, scheduling, and tracking National Board of Medical Examiners® (NBME) exams which includes notifying students of their NBME grades as well as ensuring all grades are uploaded to the student file.
• In conjunction with the Manager of Clinical Scheduling, responsible in ensuring that all health documentation is updated and valid prior to the beginning of any clerkship.
• In conjunction with the Manager of Clinical Scheduling, responsible for ensuring CSC’s/program coordinators approve/input final grades for core/elective evaluations within 72 hours of receipt.
• Oversight of tracking of clinical evaluations by facility. Ensures evaluations are received 30 days after the clerkship ends. Ensures proactive contact with each hospital partner in order not to delay graduation audit.
• Uses Banner, Clerkship Management, Infoview, MedHub, OnBase, ClinEval and other systems to perform and review daily tasks.
• Gives feedback on emerging student needs and helps develop innovative solutions to meet them, solving unique and complex problems with broad impact to student satisfaction.
• Documents appropriate procedures, instructions, and rules to share knowledge and creates standard operating procedures.
• Evaluates team members’ weekly performance metrics to ensure that all are providing optimal performance and service level agreements (SLAs) are met.
• Creates, maintains, and reviews a wide variety of reports and databases necessary to supervise the clinical student coordinators effectively and to ensure all service and performance levels are consistently met, coordinating with all managers and supervisors.
• Assists with the development of strategic and tactical plans for the department to ensure synergies and that processes are standardized to meet student service goals and objectives. Works with the departmental leadership to develop and implement new reporting tools and automate processes.
• Resolves escalated complaints and answers questions of customers (students, hospitals, campuses, etc) regarding service and policy. Conceptualizes critical concepts necessary to resolve clinical student issues, encouraging critical thinking necessary to develop solutions at the lowest possible level.
• Understands and stays informed of applicable examinations, policies, and procedures necessary for graduation and licensure of international medical graduates (NBME, ECFMG/USMLE).
• Collaborates with other key stakeholders including leadership, legal and regulatory compliance.
• Completes other projects and duties as assigned

Application Process

Apply directly on our career site:

Institution Information

St. George’s University (SGU) has the world’s largest English language Doctor of Medicine degree program and is the number one provider of doctors into the US healthcare system. The University has four Schools – Medicine, Veterinary Medicine, Arts and Sciences and Graduate Studies - and 52 academic programs filled with students from over 100 countries.

Additional Information

Apply directly on our career site:

Contact Information

Elizabeth Avolio


Required Qualifications

• Bachelor’s degree in health care administration, business administration or health care related field required, Master’s degree preferred.
• Must have 3-5 years management experience, preferably in education.

Preferred Qualifications

Essential Knowledge, Skills & Abilities
• Candidates must possess hands-on and versatile leadership qualities and the ability to manage change in a fast-paced environment. The ability to supervise, motivate and develop staff is required.
• Knowledge of ECFMG, ERAS, NRMP, Foreign medical licensure policies preferred.
• Candidates should possess excellent communication and inter-personal skills and demonstrate the ability to foster collaboration across diverse groups of constituents, including students, faculty, management, system developers, and other staff.
• Candidates must have strong analytical project management and organizational skills around business process improvements, change management and systems improvement, and the performance of database queries/searches to produce reports and analyses.
• Excellent computer skills, particularly in MS Office Suite products such as Word, Excel, Visio, PowerPoint, and Outlook
• Familiarity with student information systems, customer relationship management systems, or other similar technology; expertise with Banner SIS, Salesforce CRM, and Hyland OnBase Document Imaging.
• Writes and speaks professionally; presents information in a way that is understandable and clear to students, administrators, peers, and stakeholders.
• Demonstrated ability to work independently and as part of a team.
• Ability to manage priorities to ensure critical deadlines are met and future needs are assessed
• Demonstrates a professional image reflected in behavior, maturity, and integrity.
• Ability and willingness to learn quickly. Must be service oriented.
• A team player, respectful of others and capable of working well with a wide variety of associates.