Program Coordinator - Associate

Program Coordinator

About Us

Saint James School of Medicine is an accredited Caribbean medical school committed to helping students achieve their goal of becoming physicians. Our U.S. administrative office is located in Park Ridge, Illinois.

Position Summary

We are seeking an organized, detail-oriented Program Coordinator to support medical students during the clinical phase of their education.

This is an entry-level to early-career position focused on clinical rotation scheduling, student communication, documentation, system access, and coordination with hospitals and internal departments. The ideal candidate is responsive, organized, comfortable managing multiple deadlines, and enjoys working directly with students.

Key Responsibilities

• Schedule and coordinate clinical rotations with students and affiliated hospital sites.
• Communicate with hospital coordinators regarding rotation dates, availability, student requirements, and logistics.
• Maintain accurate student schedules and clinical records.
• Prepare required paperwork and documentation for upcoming rotations.
• Serve as a day-to-day point of contact for students during clinical training.
• Respond to student emails, phone calls, voicemails, and support tickets in a timely manner.
• Assist students with rotation requirements, documentation, and system access.
• Support student onboarding and orientation for the clinical phase.
• Process student letters and other routine documentation.
• Assist with graduation files, residency-related documentation, and Match-period communications.
• Coordinate with the Registrar, Finance, academic leadership, and other departments on student-related matters.
• Participate in departmental meetings, student orientations, and occasional site visits.
• Cross-train on other departmental responsibilities and provide coverage when needed.
• Travel periodically to hospitals, clinical sites, and institutional events.
• Perform other related duties as assigned.

Qualifications

• Bachelor’s degree preferred.
• 1 to 3 years of experience in higher education, student services, healthcare administration, scheduling, customer service, or a related field preferred.
• Strong organizational and communication skills.
• Ability to manage multiple deadlines and follow up consistently.
• Strong attention to detail and accurate recordkeeping.
• Comfortable communicating with students, physicians, hospitals, and internal staff.
• Proficiency with Microsoft Office and ability to learn new software systems.
• Professional, dependable, and able to handle confidential information.

Schedule and Benefits

• Monday through Friday, 9:00 a.m. to 5:00 p.m. (1 hr lunch break)
• Hybrid schedule: Park Ridge office Monday through Thursday, remote on Fridays.
• Health, dental, and vision insurance.
• Paid time off.
• 401(k) and additional employee benefits.
• Occasional evening availability and travel may be required.