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Job ID: 218063

Clinical Year Administrator
Tufts University

Date Posted Jul. 20, 2023
Title Clinical Year Administrator
University Tufts University
Medford, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
  • Research/Technical/Laboratory
    Educational Services


The Office of Academic Affairs (OAA) at Cummings School of Veterinary Medicine in Grafton, Massachusetts supports faculty and student endeavors in the classroom and across campus. The OAA ensures excellence in teaching in collaboration with academic and clinical departments, manages curriculum and program development, facilitates faculty development, maintains student information, scheduling, and grading systems, and provides support for the university learning management system and education tools.

What You'll Do

The Clinical Year Coordinator (CYC) is responsible for coordinating the clinical phase of the Doctor of Veterinary Medicine (DVM) program at Cummings School of Veterinary Medicine. This includes development and coordination of clinical rotation schedules for students, organization of orientation programs, management of externship experiences, and oversight of Ross University and St. George’s University clinical placements.


As a Clinical Year Administrator you will be involved in tasks and responsibilities that include:

  • Development and Coordination of Clinical Rotation Schedules:
    • Solicit information from 3rd year students prior to development of clinical rotation schedules.
    • Communicate with rotation directors to set minimum/maximum number of students for each rotation.
    • Develop clinical rotation schedules for students using software programs.
    • Resolve clinical scheduling conflicts.
    • Schedule make-up weeks when needed.
    • Address scheduling needs for Large Animal Emphasis students.
    • Communicate with the Registrar about clinical rotation grading.
  • Assist with Student Affairs Programs & Registrar’s Office Functions:
    • Work with the Student Affairs Office to organize and deliver orientation programs, including sessions to discuss the clinical rotation scheduling process.
    • Invite rotation directors to orientation sessions to introduce students to core and elective rotations.
    • Assist with other class scheduling as required to support the activities in the Registrar’s Office.
    • Participate in other duties as required to meet the needs of the school.
  • Management of Externship Experiences:
    • Maintain an online (Google Sheet) database of approved externship sites that is regularly updated and includes feedback from students.
    • Ensure that New Externship Site forms are completed by practices and approves new externship sites. Consults with the Associate Dean for Academic Affairs when needed.
    • Manage any concerns expressed by externship site directors and works with the Associate Dean for Academic Affairs to resolve them.
    • Schedule external web-based electives and submits payments.
    • Work with students to schedule extended externships in specialty fields.
  • Management of On-Campus Elective Enrollment:
    • Maintain faculty/admin support staff and student processes to ensure efficient on-campus elective enrollment.
    • Communicate with department faculty and administrative staff about changes to the rotation scheduling block that impacts on-campus elective offering availability.
    • Coordinate with Tufts Educational Technology Services (ETS) partner to have the rotation block schedule loaded into the scheduling system for students, faculty, and staff based on the established timelines for clinical year elective self-enrollment for 3rd and 4th year students.
  • Oversight of Ross University and St. George’s University Clinical Placements:
    • Communicate with the administrative offices of Ross University and St. George’s University
    • Liaise with Tufts VETS and schedules core rotations at the practice.
    • Coordinate with the Admissions Office to manage admissions processes.
    • Work with the Student Affairs Office to organize and deliver orientation programs.
    • Create clinical rotation schedules for students on 12-month clinical placements.
    • Addresse any concerns brought forward by Ross University and St. George’s University students.
    • Solicit feedback from students who have completed their programs.
    • Ensure that students receive congratulatory communications at the completion of their programs.


What We're Looking For

Basic Requirements:

  • Bachelor's degree in education or related field.
  • Able to work on-site and in-person at the Grafton campus.
  • Excellent knowledge of Word, PowerPoint, and other Microsoft Office programs.
  • Ability to prioritize and organize workflow and effectively change priorities and direction.
  • Must be an effective communicator with a keen sense of how to maintain excellent relationships.
  • Ability to work in a dynamic environment and balance multiple stakeholders.
  • Must be committed to a culture of diversity, equity, respect, and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from one's own.

Preferred Qualifications:

  • 3-5 years of experience working in higher education
  • Experience with clinical scheduling and placement software.
  • Experience with Veterinary Education.

Pay Range

Minimum $52,600.00, Midpoint $65,750.00, Maximum $78,900.00

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

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