Office Coordinator, Experiential Learning Onboarding

Overview

The Experiential Learning Onboarding Coordinator will develop, manage, execute and maintain the processes necessary to ensure all students in their assigned medical and/or health professions programs complete pre-placement requirements as set forth by both VHS at ODU and all applicable individual clinical sites.

Reports to the Director, Clinical Student Compliance. Frequently interfaces with students, administration, faculty and staff across multiple VHS departments and multiple personnel at each of our health system partners (Sentara, Bon Secours, Riverside, Eastern Shore Rural Health, Chesapeake Regional Medical Center, Naval Medical Center Portsmouth, Veteran’s Affairs Medical Center in Hampton, Kaiser of the Mid Atlantic, Bayview and others as necessary).

• Establish and manage a process for obtaining pre-placement/onboarding requirements from clinical sites.
• Document and keep updated the current onboarding processes and procedures for each clinical site and health system.
• Monitor Caspio student onboarding pages ensuring the most current information provided by clinical sites and VHS departments is always readily available to students. All notifications that are not individually student-specific are to be posted through Caspio announcements, and/or emailed through the main VHS email alias.
• Work with supervisor and Program Directors to establish deadlines that meet the needs of both VHS and our clinical sites.
• Inform students well in advance of onboarding site requirements to allow for sufficient time to complete requirements before the deadline.
• Facilitate and monitor the completion of all onboarding student requirements for the assigned student group including, but not limited to, site requirements such as criminal background checks, student clearances, applications, training and orientation as well as school requirements such as flu shots, respirator fit testing and BLS and ACLS certifications.
• Distribute onboarding paperwork to the placement sites within the site’s established deadline (each site could have a different deadline) and obtain confirmation of student clearance.
• Furnish regular reports to supervisor regarding status of student compliance. “Regular” will fluctuate with the time of year and could be multiple times per week during peak compliance season.
• Enforce all policy and procedures that are germane to student onboarding.
• Respond to and resolve compliance issues as raised by students, VHS departments, clinical sites and preceptors, escalating the issue to supervisor when appropriate.

Experience with multi-tasked work (academic environment preferred), self-motivated, able to set goals and distinguish priorities; effective interpersonal communication skills; strong organizational skills including record keeping; detail oriented; computer skills including Word, Excel, Outlook, Blackboard, some experience with student information systems.

US-VA-Norfolk