Medical Education Operations Coordinator

# Medical Education Operations Coordinator, Clinical Rotations ## Overview MedSpan Clinical Rotations is seeking a highly organized Medical Education Operations Coordinator to support the administration of clinical rotations for third and fourth year osteopathic medical students. This is an ongoing freelance engagement beginning at approximately 10 to 15 hours per week, with the potential for additional hours as our student, preceptor, and clinical site network expands. The coordinator will manage the recurring operational work that keeps students, physician preceptors, clinical sites, and academic partners aligned. Primary responsibilities include scheduling, communications, preceptor onboarding, document tracking, credentialing support, and maintaining accurate operational records. This is an administrative and coordination role, not a clinical position. ## Responsibilities • Maintain master student and preceptor schedules across multiple clinical rotation blocks • Record preceptor availability, student assignments, schedule changes, rotation swaps, and new preceptor information • Prepare and send student assignment emails, preceptor communications, schedules, and rotation materials according to an established weekly cadence • Coordinate the onboarding of new physician preceptors, including applications, agreements, licensure records, board certification, and other required documentation • Confirm that required documents and approvals are complete before students are assigned to a physician or clinical site • Communicate professionally with physicians, medical students, practice managers, hospital coordinators, and academic partners • Follow up to confirm that schedules, assignments, and rotation information have been received and properly distributed • Maintain a clear list of outstanding items, including missing schedules, unsigned documents, incomplete applications, and unconfirmed availability • Follow outstanding items through completion without requiring frequent supervision • Maintain accurate contact records, student rosters, preceptor profiles, and shared tracking documents • Identify scheduling gaps, preceptor capacity concerns, and potential operational issues before they become urgent • Support physician appreciation and relationship management efforts, including thank you communications, periodic check ins, and gift coordination • Help improve templates, checklists, trackers, and recurring operating procedures as the organization grows ## Required Qualifications • Prior experience in medical education, healthcare administration, physician credentialing, academic program coordination, medical staffing, or another detail intensive healthcare operations role • Excellent written and spoken English • Strong professional communication skills and confidence communicating with physicians, medical students, hospital personnel, and academic administrators • Exceptional attention to detail and ability to accurately manage multiple schedules, deadlines, and document requirements • Strong proficiency in Microsoft Excel or Google Sheets • Experience maintaining shared documents, trackers, contact databases, and version controlled records • Ability to manage a recurring weekly workflow independently and follow tasks through completion • Reliable availability Tuesday through Friday, with meaningful overlap during U.S. business hours • Ability to handle confidential student, physician, and organizational information appropriately ## Preferred Qualifications • Experience with undergraduate or graduate medical education • Familiarity with osteopathic medical education, DO programs, OMS students, or clinical rotations • Experience with physician onboarding, provider credentialing, or medical staff administration • Experience using DocuSign or similar electronic signature platforms • Experience with project management, customer relationship management, or healthcare scheduling systems • Prior experience supporting a U.S. healthcare or medical education organization ## Working Relationship You will work directly with MedSpan’s medical and operations leadership. We are seeking someone who communicates clearly, raises potential issues early, maintains accurate records, and takes ownership of recurring responsibilities. The successful freelancer should be comfortable working from established procedures while also identifying practical opportunities to improve efficiency and organization. ## Schedule and Engagement • Approximately 10 to 15 hours per week initially • Ongoing engagement expected to last at least six months • Workload may increase as the organization expands • Flexible work schedule, with dependable availability during agreed upon U.S. business hours ## How to Apply Please include the following with your proposal: 1. A brief description of your experience in medical education, healthcare administration, physician credentialing, scheduling, or program coordination 2. An example of a recurring operational workflow you have independently managed 3. The software platforms you have used for scheduling, document management, electronic signatures, spreadsheets, or project tracking 4. Your typical availability Tuesday through Friday and the U.S. time zones you can support 5. Your proposed hourly rate Please begin your proposal with the phrase “Clinical Rotations” so we know you have reviewed the complete posting.