CORE JOB FUNCTIONS

1.    Coordinates the administrative workflow for clinical observership requests, including intake, review, routing, approval tracking, and status communication.
2.    Reviews submitted documentation for completeness and follows up with applicants, departments, and faculty hosts to obtain missing information.
3.    Maintains accurate observership records, tracking tools, calendars, rosters, and program documentation in accordance with departmental standards.
4.    Coordinates onboarding requirements for approved observers, including required forms, compliance documentation, confidentiality acknowledgments, training confirmations, badge access, and other administrative requirements.
5.    Communicates program requirements, timelines, expectations, and restrictions to applicants, sponsoring departments, faculty hosts, and internal stakeholders.
6.    Supports compliance with applicable institutional policies, health system procedures, privacy requirements, safety expectations, and non-hands-on observership limitations.
7.    Serves as a liaison among Medical Staff Services, department administrators, faculty sponsors, Human Resources, Security, Compliance, Infection Prevention, and other operational partners as needed.
8.    Assists with the development, maintenance, and standardization of program procedures, templates, communications, checklists, and reporting tools.
9.    Monitors observership start and end dates, confirms completion of required steps before participation begins, and supports timely closure of observer files.
10.    Prepares routine reports, metrics, and summaries related to observership volume, processing status, pending items, cycle times, and operational trends.
11.    Preserves confidentiality of applicant, observer, faculty, departmental, and institutional information.
12.    Adheres to University and unit-level policies and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                                                                                           

Education:

Bachelor’s degree in business administration, healthcare administration, education, public health, or a related field preferred. Equivalent combination of education and relevant experience may be considered.

Certification and Licensing:

No certification or licensure required. Certification in healthcare administration, project coordination, medical staff services, or related field preferred.

Experience:

Minimum 1 year of relevant administrative, healthcare operations, academic program coordination, medical education, credentialing, onboarding, or compliance-related experience required. Experience in an academic medical center, hospital, or clinical department preferred.

DEPARTMENT SPECIFIC FUNCTIONS 

1.    Coordinates UHealth Clinical Observership Program requests from initial inquiry through completion, ensuring each request follows established intake, eligibility, sponsorship, approval, and onboarding requirements.
2.    Reviews observer documentation for completeness, including application materials, identification, affiliation or sponsorship information, health and immunization documentation, confidentiality forms, training confirmations, and any other required program materials.
3.    Partners with sponsoring departments and faculty hosts to confirm observership dates, location, scope, supervision, and non-hands-on observational parameters before observer participation begins.
4.    Coordinates required access and onboarding steps, including badge requests, parking or location instructions when applicable, system or training confirmations, and communication of site-specific expectations.
5.    Maintains a centralized tracking system for all active, pending, completed, denied, withdrawn, and closed observership requests.
6.    Provides timely communication to observers, departments, faculty hosts, administrative leaders, and internal partners regarding application status, missing items, deadlines, approvals, and completion requirements.
7.    Supports program compliance by verifying that observers do not begin until required documentation, approvals, acknowledgments, and onboarding steps are complete.
8.    Assists with maintaining program’s standard operating procedures, application templates, email templates, approval workflows, checklists, and reporting dashboards.
9.    Escalates incomplete, delayed, non-compliant, or unusual requests to leadership for review and guidance.
10.    Prepares program metrics and operational summaries to support leadership review, process improvement, and resource planning.
11.    Ensures appropriate file closure at the conclusion of each observership, including confirmation of end date, return or deactivation of access when applicable, and retention of required documentation.
12.    Performs other duties as assigned in support of Medical Staff Services, clinical education partnerships, and UHealth operational needs.