Coordinator, Clinical Affairs

Compensation: $55,478 based on skills and experience.

Position Summary

The Coordinator, Clinical Affairs provides administrative and operational support to the Associate Dean of Clinical Affairs/Associate Vice President for Medical Affairs (ADCA/AVPMA) in advancing clinical partnership strategies for Chicago Medical School (CMS) and Rosalind Franklin University of Medicine and Science (RFUMS). This role supports both school-level and University-level initiatives, including the development and management of affiliation agreements, clinical partnership projects, and other strategic initiatives. The Coordinator manages meeting logistics, correspondence, reports, budgets, and databases, serving as a key liaison with clinical partners and internal stakeholders to ensure efficient operations, program compliance, and alignment with accreditation standards. Additionally, the Coordinator establishes procedures and systems to enhance program efficiency and supports special projects across departments as needed. This role requires independent judgment and authority in working directly with clinical sites and the RFUMS compliance office to implement and update affiliation agreements to ensure they meet CMS and LCME standards.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA. 

Today, the university's 6 colleges continue Dr. Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.   

Essential Duties & Responsibilities

• Provide administrative and project support to the ADCA/AVPMA, including scheduling, travel coordination, correspondence, reports, and presentations.

• Organize site visits and meetings with clinical partners on and off campus, including logistics such as room scheduling, agendas, materials, tours, catering, and coordination of RFUMS leadership participation.

•  Serve as liaison with clinical sites and health system partners; accompany the ADCA/AVPMA on visits, take meeting minutes, and assist with follow-up actions.

• Manage and oversee the full lifecycle of affiliation agreements with clinical sites, including drafting, reviewing, and implementing agreements to ensure compliance with CMS, RFUMS, and LCME standards.

• Collaborate directly with clinical sites and the RFUMS compliance office to resolve issues and implement updates to agreements, escalating only when institutional leadership input is required.

• Maintain databases and records (e.g., InSite, Clinical Affiliation Agreement Metrics, SARA), and prepare reports as requested.

• Monitor budgets, reconcile accounts, process expenses, and manage affiliate payments in collaboration with the CMS Dean's Office.

• Assist with strategic projects such as the annual Clinical Partnerships Report, accreditation preparation, and development of communications or web content.

• Support committees, including the Directors of Clinical Education, and coordinate with other RFUMS colleges on cross-University initiatives.

• Evaluate and verify that affiliation agreements align with accreditation requirements, institutional policies, and risk management standards; proactively identify gaps and implement corrective actions.

• Research and evaluate potential clinical sites in alignment with LCME standards; provide findings to the ADCA/AVPMA.

• Recommend improvements to departmental processes and procedures to enhance efficiency and compliance.

• Address emergent issues and facilitate resolution of such to ensure smooth operations for clinical partnership activities.

• Oversee action items and provide follow-up and status updates to the ADCA/AVPMA as well as internal and external stakeholders.

• Support Medical Student Onboarding: Assist with the coordination and tracking of student pre-placement requirements, onboarding processes, and compliance documentation for clerkships, sub-internships, and electives, ensuring continuity when the primary Coordinator is unavailable.

• Provide Coverage and Cross-Training: Maintain familiarity with onboarding systems, student records, and communication protocols with clinical sites and Student Health; step in to manage daily tasks, site communications, and student inquiries as needed to ensure seamless operations.

• Perform additional duties as assigned.

Required Education & Experience

• Bachelor's Degree or equivalent related experience

• Minimum of 5 years relevant experience in a higher education & health care environment

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Knowledge, Skills, & Abilities

• Requires advanced verbal and a demonstrated high level of written communication skills; including, composing, editing and proofreading.

• Ability to professionally represent the Associate Dean, Clinical Affairs and the medical school in addition to effectively presenting and/or facilitating activities at a senior administration level.

• Experience with executing a position at a high level of confidentiality and discretion.

• Must be adept at anticipating needs, a self-starter, self-directed, and possess excellent time management skills.

• Ability to effectively handle multiple projects simultaneously, prioritize responsibilities and handle detailed job tasks with accuracy and efficiency within prescribed deadlines.

• Strong project management and proven problem solving skills with ability to develop and implement process improvement plans with a drive for quality outcomes.

• Demonstrated ability to work as part of a team and to interact effectively with all levels of university management.

• Excellent organizational, planning and analytical skills

EOE, Including Disability / Vets