We are hiring a Program Coordinator to support our HUG Clinic and SaPHE Lab. This is an exciting opportunity for an organized, collaborative professional who is passionate about healthcare education, community service, and program development.
The HUG Clinic and SaPHE Lab Program Coordinator plays a key role in advancing the mission and day-to-day success of both programs by ensuring effective operations, exceptional student experiences, and meaningful community engagement. This position is responsible for coordinating daily operations, administrative functions, student experiences, and community engagement activities that support the HUG Clinic and SaPHE Lab.
Serving as a central point of contact for patients, students, faculty, and community partners, the coordinator helps ensure efficient clinic workflows, scheduling, compliance, and program support. The coordinator manages records, supplies, data reporting, and special projects while helping to create meaningful clinical learning experiences for students and high-quality services for patients.
This role is ideal for a proactive, detail-oriented professional who enjoys building relationships, supporting educational and community-based initiatives, and contributing to the growth and success of innovative healthcare programs.
Essential Functions
30% - Coordinates day-to-day HUG Clinic and SaPHE Lab operations, including scheduling, front desk workflow, communication, inventory management, and issue resolution. Responsible for HUG Clinic front desk workflow duties, including patient check-in, check-out, and scheduling. Monitors the HUG Clinic SPHM email inbox and processes requests accordingly. Schedules and monitors SaPHE Lab reservations and SPHM instructor assignments. Maintains accurate and timely documentation within an electronic medical record (EMR) and multiple scheduling systems. Resolves scheduling conflicts and changes for HUG Clinic and SaPHE. Manages clinic supply inventory, fiscal purchasing, procurement card usage, and coordination. Oversees routine maintenance for the HUG Clinic and SaPHE Lab. Monitors and coordinates work requests with maintenance, IT, and equipment vendors. Coordinates constant internal communication with multiple clinical department directors, outside partnerships, and staff.
15% - Plans, organizes, and assigns the work of staff when serving as a lead worker; plans, organizes, assigns, supervises, reviews, and evaluates staff work when assigned supervisory responsibilities. Oversees the onboarding of incoming students to ensure compliance with HUG policies and procedures, including student tours, scheduling, and expectation management. Coordinates student observations for non-HUG programs and student scheduling for Mobile HUG events. Assigns administrative duties to temporary workers or work-study students in administrative roles. Assists with the development of semester schedules for patients, clinicians, and students.
15% - Supports the development of new programs and workflows for the HUG Clinic and SaPHE Lab to ensure optimal efficiency of resources and quality of service. Assists with program improvements to ensure compliance with MCCCD and state regulations while enhancing operational efficiency. Provides feedback and recommendations to improve processes and expand services that impact students and patients. Corresponds with program leaders regarding student requirements needed to meet the clinic's anticipated competencies. Creates flyers, documents, and marketing materials for distribution through the college and local community partners.
15% - Organizes, updates, and maintains program records, files, manuals, and documentation. Maintains patient records and front desk procedures. Inventories equipment and coordinates annual medical equipment service checks. Coordinates the use of the mobile HUG Clinic van. Completes necessary staff paperwork and initiates requisitions for office supplies and vendor contractors. Facilitates communication between HUG clinicians and referring physicians.
15% - Serves as a program liaison by providing process and procedural coordination and support. Assists with or facilitates training for temporary staff, students, volunteers, and the public. Ensures daily tasks are completed promptly and in accordance with policies and procedures. Serves as the onsite liaison for offsite Mobile HUG Clinic events and community events, coordinating event setup, staff needs, and promotion of HUG and SaPHE resources.
10% - Performs basic research and preliminary analysis related to program assignments. Gathers, compiles, analyzes, and summarizes pertinent data and information. Responsible for annual and semester data compilation for Quality Management reports used by the Board and administrators to analyze patient and student demographics. Prepares reports for facilitators, business development personnel, and administrators as requested. Assists with research related to equipment bids and vendor proposals. Collects specific data for analysis and develops patient charts for review and communication with appropriate medical practitioners; performs other duties as assigned.