Program Manager, Visiting Student Learning Opportunities

Requisition Number: PRN45888B | Full-time benefited position (40 hours/week) | Located at 1925 E Spence Eccles Dr, Salt Lake City, UT 84112

About the role

The Office of Student Affairs within the Spencer Fox Eccles School of Medicine (SOM) supports medical students by facilitating their personal and professional development through accessibility, professionalism, and collaboration. The Visiting Student Learning Opportunities (VSLO) Program Manager oversees the administration and coordination of the medical school’s participation in the AAMC Visiting Student Learning Opportunities (VSLO) program. This role manages the full lifecycle of visiting student elective applications, ensuring compliance with institutional policies, AAMC requirements, and accreditation standards. The Program Manager serves as the primary point of contact for visiting students, academic departments, faculty, and institutional partners, facilitating efficient communication and a positive applicant experience. Additionally, this position cross-trains to support areas within the Office of the Registrar and the Financial Aid & Scholarship team, assists with recurring projects, and provides event support during busy seasons.

Responsibilities

• Administer the institution’s participation in the AAMC Visiting Student Learning Opportunities (VSLO) program, ensuring compliance with AAMC guidelines and institutional policies.
• Manage the full lifecycle of visiting student elective applications, including catalog launch, application review, eligibility verification, departmental routing, enrollment, and final documentation.
• Serve as the primary point of contact for prospective and accepted visiting students, providing timely guidance regarding application requirements, deadlines, eligibility, and institutional policies.
• Oversee affiliation agreements for visiting students, ensuring appropriate agreements are established and maintained with participating institutions. Coordinate the development, review, renewal, and execution of agreements in collaboration with internal stakeholders and Legal Counsel.
• Provide cross-functional support to the Registrar’s Office by assisting with student records management, auditing the course catalog, and supporting other operational priorities during peak periods.
• Maintain cross-training on Registrar functions, assist with management of the shared departmental email inbox, and respond to program-related communications as needed.
• Assist with the launch of the VSLO catalog for incoming medical students by connecting with departments and coordinating application and catalog deadlines, including holding in-person and virtual workshops for training staff, students, and faculty.
• Support the Financial Aid and Scholarship team with the yearly scholarship application process for incoming and current students.
• Coordinate with academic departments, clerkship directors, departmental coordinators, faculty, and Student Affairs personnel to facilitate qualifications for placement of visiting students into elective rotations.
• Plan, coordinate, and deliver semiannual training for departmental coordinators and other stakeholders on VSLO policies, application processes, institutional procedures, and best practices.
• Maintain accurate course and elective information within the VSLO platform, including rotation descriptions, prerequisites, availability, scheduling dates, fees, and institutional requirements.
• Monitor application timelines and communicate application decisions, rotation confirmations, and required next steps to applicants and departmental stakeholders.
• Coordinate onboarding requirements, including verification and tracking of immunization records, background checks, drug screening, HIPAA training, OSHA training, and other institutional compliance requirements.
• Ensure visiting student records are complete, accurate, and maintained in accordance with institutional policies, FERPA, and applicable privacy regulations.
• Develop, document, and maintain standard operating procedures related to the visiting student program.
• Generate reports and analyze program metrics, including application volume, acceptance rates, rotation utilization, and learner demographics, to support program evaluation and strategic planning.
• Identify opportunities to improve operational efficiency and enhance the applicant experience through process improvement initiatives and technology optimization.
• Collaborate with institutional partners to ensure alignment between visiting student processes and undergraduate medical education policies, accreditation requirements, and institutional objectives.
• Resolve complex application and scheduling issues by exercising sound judgment and coordinating with appropriate stakeholders.
• Maintain current knowledge of AAMC VSLO policies, national best practices, and regulatory requirements affecting visiting student programs.
• Develop and maintain effective working relationships with faculty, departmental administrators, institutional offices, and external medical schools participating in the VSLO program.
• Support front desk backup as needed, acting as the first point of contact for the School of Medicine’s students, faculty, and guests; maintain a welcoming and positive environment within the Office of Student Affairs.
• Support major Student Affairs event committees and events.
• Perform other duties as assigned in support of the Office of Student Affairs and Undergraduate Medical Education.

Requirements

• Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience).
• Four years of progressively more responsible management experience.
• Background knowledge of the hiring department’s area of specialization to analyze, plan, and draw conclusions for recommendations to superiors.
• Demonstrated leadership skills in planning and directing employees and processes to effectively monitor and develop subordinates and ensure smooth departmental operations.
• Completion of provided supervisory training within one year of employment may be required.
• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Master’s degree in a related area may be preferred.

Work Environment

• Nearly continuously: Office environment, sitting, hearing, listening, talking.
• Often: Repetitive hand motion (such as typing), walking.
• Seldom: Bending, reaching overhead.

Pay

$54,000 to $56,000 per year

Schedule

Monday – Friday, business hours.

Benefits

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service may elect to enroll in URS if they make the election before becoming eligible for retirement (usually the first day of work). This position is eligible for benefits as a full-time benefited staff member.