Operations Program Manager Jobs in Santa Clara, UT

The Assistant Director of Hospital Partnership and Operations provides leadership and operational oversight for clinical education processes across assigned geographic regions. This role supervises Program Coordinators responsible for clinical documentation, student credentialing, preceptor credentialing and hospital partner compliance to ensure all operational requirements are completed accurately and within established timelines.

The Assistant Director ensures students are fully credentialed and prepared for clinical rotations while maintaining compliance with hospital partner requirements, regulatory standards, and institutional policies. This role works closely with clinical operations teams, clinical development teams, and academic leadership to support clinical site relationships, documentation processes, and operational readiness.

The position also serves as a key operational liaison for hospital partners, overseeing preceptor credentialing workflows, clinical documentation processes, evaluation tracking, and compliance reporting to support student progression and successful program completion.

This position reports to the Chief Enrollment Services and Student Operations Officer.
Key Responsibilities

Regional Operations Oversight

Oversee clinical education operational processes within assigned regions to ensure consistent execution of documentation, credentialing, and compliance requirements.
Responsibilities include:

• Monitor regional operations to ensure all required student documentation is submitted accurately and within required timelines.
• Ensure hospital partner documentation requirements are consistently met across all regional clinical sites.Oversee credentialing processes for students and preceptors prior to clinical rotation start dates.
• Ensure documentation compliance with hospital partner systems including:
  Clinician Nexus
  MyClinicalExchange
  New Innovations
  Other hospital credentialing platforms
• Maintain and oversee the operational onboarding of new clinical sites.
• Serve as the operational lead for onboarding new clinical partners and ensuring site readiness for student placements.
• Maintain a database of clinical clerkships and affiliated hospital lists including current and potential clinical training sites.
• Develop and maintain a cross-reference database of non-affiliated hospitals that support fourth-year elective rotations.

Staff Leadership and Management

Provide direct supervision and support to Program Coordinators within assigned regions.
Responsibilities include:

• Supervise, mentor, and support Program Coordinators responsible for student documentation and credentialing.
• Assign regional responsibilities and manage workload distribution.
• Provide training and guidance on documentation processes, hospital partner requirements, and operational systems.
• Monitor staff performance, productivity, and service-level expectations.
• Conduct performance evaluations and support professional development initiatives.

Student Credentialing and Compliance Management

Ensure students meet all documentation and credentialing requirements prior to clinical placements.
Responsibilities include:

• Oversee verification of student health documentation, immunizations, and compliance materials prior to clerkship start.
• Monitor credentialing completion to ensure students are fully cleared for clinical rotations.
• Track and resolve outstanding documentation issues affecting student eligibility.
• Oversee the non-affiliate elective process and ensure required paperwork is completed at least 30-45 days prior to elective start dates.
• Collaborate with legal and compliance teams regarding contracts or student-related issues associated with non-affiliated sites.
• Oversee the NYSED documentation process and ensure all required paperwork is submitted within regulatory timelines.
• Monitor and generate compliance reporting related to NYSED requirements.

Hospital Partner Coordination

Serve as a primary operational escalation point for hospital partners and clinical sites.
Responsibilities include:

• Serve as the escalation point for clinical student issues, particularly those related to clinical scheduling and site requirements.
• Ensure hospital partner inquiries are addressed within established service timelines.
• Process/Monitor preceptor credentialing completion to ensure preceptors are fully credentialed .
• Maintain proactive communication with hospital partners to address documentation, scheduling, and credentialing concerns.
• Coordinate closely with clinical development and academic teams to support site relationships and operational readiness.

Evaluation Tracking and Academic Compliance

Ensure timely completion and tracking of clinical evaluations and academic documentation.
Responsibilities include:

• Provide oversight for tracking clinical evaluations by facility/preceptor.
• Ensure clinical evaluations are received within 30 days of clerkship completion.
• Maintain proactive communication with clinical partners to ensure evaluation completion.
• Support graduation audit readiness by ensuring all required documentation and evaluations are received on time.

Clinical Site Visits and Operational Representation

Support hospital partner engagement and operational oversight during clinical site visits.
Responsibilities include:

• May travel with the clinical academic team to hospital site visits within assigned regions.
• Attend all clinical site visits remotely when in-person participation is not required.
• Represent clinical education operations during site visits and address operational concerns or documentation requirements.

Accreditation and Affiliate Data Management

Maintain and oversee institutional clinical affiliate records and accreditation-related information.
Responsibilities include:

• Maintain and oversee all ACGME and AOA information related to MGE clinical affiliates.
• Ensure accurate tracking of affiliated hospitals and clinical training programs.
• Communicate updates and changes regarding clinical affiliates to institutional leadership and partner organizations.

Data Management and Reporting

Oversee regional data integrity and reporting related to clinical education operations.
Responsibilities include:

• Ensure hospital rosters accurately reflect student placements, additions, and removals.
• Monitor reporting related to documentation completion, credentialing status, and site capacity.
• Maintain accurate records of clinical partnerships and hospital affiliates.
• Ensure documentation and operational records are properly archived.

Process Improvement and Operational Excellence

Support ongoing improvement of clinical education operational processes.
Responsibilities include:

• Identify operational challenges and recommend workflow improvements.
• Develop and maintain standard operating procedures for credentialing and documentation processes.
• Collaborate with leadership to standardize operations across regions.
• Support implementation of new operational systems and technologies.

Additional Responsibilities

• Provide operational coverage during peak periods to ensure uninterrupted service to hospitals and students.
• Support institutional initiatives and special projects as assigned.
• Ensure compliance with all institutional policies and regulatory standards.
• Perform other duties and special projects assigned by leadership

This description is not intended to be all-inclusive. This position may perform other related duties as required to meet the ongoing needs of the department/institution.
Knowledge, Skills & Abilities

• Strong leadership and team management skills
• Advanced organizational and operational management abilities
• Knowledge of clinical education credentialing processes and hospital partner requirements
• Proficiency with documentation management systems and clinical placement platforms
• Strong communication and stakeholder relationship management skills
• Ability to analyze operational performance and implement process improvements
• Strong problem-solving abilities and attention to detail
• Ability to manage multiple priorities across regional teams

Qualifications
Education

• Bachelor's degree required
• Master's degree preferred

Experience

• 5+ years of experience in medical education, clinical education operations, healthcare administration, or residency coordination
• 2+ years of supervisory or leadership experience preferred
• Experience working with hospital credentialing systems such as Clinician Nexus, MyClinicalExchange, or similar platforms preferred
• Experience in academic health systems or medical education programs preferred

Work Environment

• Primarily office-based or remote work in a collaborative operational environment. Work may involve extended periods of computer use.
  

Hours & Travel

• Standard work schedule: Monday through Friday
• Additional hours may be required during peak operational periods
• Travel required for regional and occasional national clinical site visits

The anticipated salary range for the Assistant Director, Hospital Partnerships & Operations - West Coast is 72,250 to 85,000 per year. The final salary offered may vary and will be determined based on factors such as job-related knowledge, skills, experience, location, and education of the successful candidate. This information is provided per NYS local law.