Search for University Jobs in Staff & Non-Managerial Professionals

Job ID: 228101

Program Coordinator
Tufts University

Date Posted Dec. 22, 2023
Title Program Coordinator
University Tufts University
Medford, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
  • Student Services
    Admissions/Student Records/Registrar
    Administrative Support/Services


The Tufts University School of Medicine’s Graduate Programs’ Department confers the Doctorate in Physical Therapy (DPT), Master of Public Health (MPH), Master of Medical Science (MMS) by the Physician Assistant Program, Master of Science in Health Informatics and Analytics (MS-HIA), and Master of Science in Biomedical Sciences (MBS).  
The Office of Graduate Student Services oversees the administrative operations of the School of Medicine’s Graduate Programs (TUSMGP) inclusive of admissions, registration, career services, and student services functions. 


Clinical Site Procurement is a division of TUSMGP’s Office of Graduate Student Services and responsible for identifying, developing, and maintaining strong clinical partnerships with leading healthcare organizations throughout the nation.  

What You'll Do

The Clinical Site Procurement Coordinator serves as the lead in establishing premiere partnerships and acquiring clinical education sites for Tufts University School of Medicine Graduate Programs (TUSMGP), including Tufts DPT programs in Boston, MA, Phoenix, AZ, Seattle, WA, and Atlanta, GA. This person will also be a key interface with the clinical education teams (consisting of Directors of Clinical Education (DCEs) [faculty], Clinical Education Program Administrators [staff], and Clinical Education Program Coordinators [staff]) of these professional programs. This person will often be the first contact with potential clinical partners and must have a strong knowledge of the programs served. The Clinical Site Procurement Coordinator must have superior communication and organizational skills, vision, and excel at developing new relationships. This person must also have some working knowledge of clinical education contracts and is expected to help develop a quality assessment process for clinical sites. The Clinical Site Procurement Coordinator assists with monitoring, tracking expenditures, troubleshooting problems, and preparing reports related to clinical education. This person will also gather data, conduct research to draft reports, and create materials or summaries for presentation. The Clinical Site Procurement Coordinator produces various reports associated with clinical education sites and clinical instructors as needed.


Provides advanced administrative support and oversees office operations:

  • Provides advanced-level administrative support for clinical education operations
  • Establishes and/or strengthens relationships with clinical partners looking to develop quality partnerships/relationships
  • Tracks status of ongoing matters with TUSMGP’s clinical education teams and follows up as required
  • Evaluates workflow and reallocates resources and/or redesigns processes to effectively meet clinical education needs and timelines
  • Evaluates office automation to ensure most efficient and accurate processing related to (but not limited to) clinical education software and tools, including EXXAT, Qualtrics, Salesforce
  • Schedules appointments to meet with local/regional or national clinical sites (virtually, in-person, or via phone) and maintains a complex calendar

 Serves as primary contact for clinical education site procurement:

  • Serves in a highly visible capacity as resource for the clinical education teams, including frequent interactions with internal and external customers; communicates on behalf of clinical education leadership (DCEs) to explain or disseminate information to sites
  • Triages phone calls and prioritizes email; briefs clinical education leadership or applicable faculty or staff on issues needing immediate attention
  • Explains and reinforces department policies and procedures
  • Researches and resolves contract or site-specific problems and concerns
  • Escalates emergencies and other time sensitive issues
  • Prepares, facilitates, and manages confidential communications and information
  • May represent the University at external events for the purposes of networking opportunities for site procurement 
  • Works with individual programs to identify and contact potential clinical education sites 

Project Administration:

  • Collaborates with clinical education leadership to establish priorities for obtaining clinical sites for their respective programs and for all programs 
  • Tracks and follows up on action items for clinical education (site procurement, contracts, site development, etc.)
  • Utilizes database of clinical sites (Exxat Prism) and student demographic information to develop procurement strategy and goals
  • Develops systems for efficient evaluation of data using Salesforce, Qualtrics, and Excel software
  • Implements plans and evaluates progress toward site procurement
  • Recommends changes as necessary 
  • Procures clinical education contracts that encompass multiple professional programs or involves the incorporation of additional programs into existing contracts
  • Establishes organization-wide clinical education site assessment criteria: qualifications, certifications, licensure, etc.
  • Troubleshoots problems and refers complex questions or concerns to the correct individual
  • Provides advanced clinical education contract development, support, and coordination for TUSMGP

Produces and drafts reports and other complex documents and materials

  • Prepares and drafts letters, memos, reports, syllabi, brochures, newsletters, and other material for the clinical education teams
  • Proofreads and edits documents
  • Gathers data, conducts research, and organizes information
  • Creates and maintains spreadsheets and databases and prepares reports, tables, and charts.
  • Drafts reports or summaries on specific subject areas
  • Produces various reports associated with clinical education sites, clinical instructors, or quality aspects as required by TUSMGP clinical education teams

Plans and coordinates meetings or special events:

  • Assists in planning events including identifying topics, activities, and/or speakers to build clinical networks
  • Assists with job fairs that present students with residency, fellowship, and employment opportunities post-graduation
  • Assists in growing the network of clinical education sites for the Tufts DPT programs
  • Assists with plans for marketing and publicity 
  • Coordinates logistics on-site during event or program

Coordinates clinical education budget and/or expenditures:

  • Oversees clinical education spending and resolves problems for contracts and payment for site contracts
  • Prepares monthly reports and analysis and makes projections
  • Assists with long term planning and expenditures in TUSMGP



What We're Looking For

Basic Requirements:


  • Bachelor's degree and 3+ years of experience 
  • Strong technical skills; database management experience and familiarity with clinical education tools and platforms (Exxat preferred) and client management systems (Salesforce preferred)
  • Proficient in managing shared documents and utilizing cloud-based storage software (Box, OneDrive, SharePoint preferred); general understanding of electronic document-signing software (DocuSign, Box Sign preferred)
  • Advanced knowledge of Microsoft Office Suite, including word processing, editing and graphics functions, and spreadsheet and database expertise
  • General understanding of clinical education affiliations, contracts, and their management lifecycle
  • Excellent organizational, interpersonal, communication, critical thinking, and decision-making skills
  • Ability to market Tufts programs/students and establish relationships with external healthcare affiliates to enhance student opportunities

Preferred Qualifications:

  • Proficiency in educational software and tools, including Exxat, Salesforce, Adobe Acrobat, Qualtrics
  • Healthcare, sales, and marketing experience; customer service background with demonstrated high quality service delivery and relationship management

Pay Range

Minimum $26.40, Midpoint $31.40, Maximum $36.40

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.

Please reference in your cover letter when
applying for or inquiring about this job announcement.

Contact Information

Please see the job description for contact details
pertaining to this university job announcement.


Refer this job to a friend or colleague!

New Search | Previous