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Empowering People to Improve Health

At Kaiser Permanente, our organization is all about people — as individuals and as a team. We may be 200,000+ employees and physicians strong, but we act as one when it comes to empowering our members, colleagues, and communities to achieve their goals.

Site Administrator - Kaiser Permanente Bernard J. Tyson School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 856046 Date posted: 01/06/2020

By joining the team that is designing and implementing Kaiser Permanente Bernard J. Tyson School of Medicine, you will have the opportunity of a lifetime to create a medical school that will educate physicians for the 21st century and beyond and be a catalyst for change in medical education. The School of Medicine team works from an interdependent model of practice and we are looking for someone who thrives in a highly challenging role within a high functioning team-based environment.

The Kaiser Permanente Bernard J. Tyson School of Medicine is devoted first and foremost to offering an outstanding, forward-thinking medical education.  Its curriculum is built on the three pillars of Biomedical Science, Clinical Science, and Health Systems Science. Students will think broadly about the ways care can be more effective for everyone and learn how to advocate for better health in homes, school, workplaces, neighborhoods, and society at large. The school will incorporate many of the most innovative and effective educational practices available today and will give students the opportunity to learn from the physicians and care teams in Kaiser Permanente-s integrated health care system.  This approach will provide future physicians with the knowledge and skills to play key roles in the transformation of healthcare in our nation and help people from all backgrounds and settings thrive. Learn more at

The Kaiser Permanente School of Medicine Site Administrator serves as the key administrator supporting and advising medical students in their clinical placements at medical centers across Southern California.  The Site Administrator is a multifaceted role that is fundamental to the success of the clerkships and the site directors. The Site Administrator serves as the School of Medicine representative in the medical centers. This role will partner with the physician Site Directors, who oversee the experience of the School's medical students at one medical center, to ensure that students and faculty have appropriate resources and educational support in their clinical learning environment.  Each Site Administrator will be cross covering approximately three to as much as six clinical sites to ensure sound operational practice, consistent medical student experiences across the clerkships, and compliance of educational experiences with LCME requirements.

Essential Responsibilities:
  • Develop and establish a relationship with sites, directors, and preceptors.
  • Develop and maintain relationships with key personnel at the clinical sites to ensure the educational quality of the School of Medicine in the clinical environment.
  • Identify study space, student lounge, call rooms spaces, etc. at the sites as required for accreditation and ensure it is maintained on a day-to-day basis.
  • Work in conjunction with physician Site Directors and Clerkship Directors, as well as Clerkship Administrators, to ensure all clerkship requirements are being met at individual sites.
  • Partner with the Site Director in facilitating and managing student learning experiences at the site (e.g., involvement in quality improvement, Health Systems Science curriculum, and scholarly projects).
  • Develop workflows and schedules for students and faculty at each site as pertains to each clerkship.
  • Work in conjunction with the Office of Student Affairs to schedule and place medical students at the community sites.
  • Plan and coordinate with other sites, KP resources, and School of Medicine resources.
  • Monitor that both preceptors and students are in clinic at the right time.
  • Promote equity, inclusion, and diversity in the workplace.
  • Identify students who appear to be having trouble (e.g. poor attitude, lack of commitment, frequent absences) and notify the clerkship director of concerns.
  • Serve as point of contact for highly sensitive and/or urgent situations.
  • Serve as liaison/point person for faculty preceptors requiring assistance with schedules or student oversight.
  • Serve as a point of contact/liaison to students, site/clerkship directors and school administration for any issues or questions relating to the clinical sites.
  • In collaboration with Clerkship Administrators and Phase 3 Elective Administrators, notify Clerkship Director or designated contact with concerning performance issues.
  • In collaboration with Clerkship Administrators or Phase 3 Elective Administrators, supervise day-to-day work of students, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Maintain the appropriate databases to track and fulfill LCME requirements.
  • Attend all scheduled staff and faculty meetings as needed.
  • Manage complex projects or multiple projects of moderate complexity.
  • Basic Qualifications:
  • Minimum five (5) years relevant healthcare, business operations, and project management.
  • Education
  • Bachelor's degree
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Well-developed interpersonal skills, including the ability to deal effectively with all levels of personnel.
  • Ability to network with the other School of Medicine Site Administrative Administrators and Clerkship Administrators to share resources and solutions to common problems while building mentoring relationships.
  • Excellent verbal and written communication skills.
  • Time management and organizational skills; must demonstrate the ability to prioritize and accurately complete tasks independently.
  • Ability to work independently with minimal supervision but also be able to work in collaboratively in a team environment.
  • Ability to take initiative and ownership of multiple projects and of improving job results without being requested.
  • Excellent problem-solving, analytical, and decision-making skills.
  • Conflict resolution and negotiating skills.
  • Professionalism, discretion, and confidentiality.
  • Displays consistency and success in adhering to deadlines.
  • Experience with complex planning and coordination with programs or schedules.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail; anticipates contingencies.
  • Receptive to feedback, willing to learn, embraces continuous improvement.
  • Collaborative and facilitates open and effective communication.
  • Proficient in report development.
  • Excellent technical skills (proficiency in Microsoft word, power point, excel, and access (or preferred scheduling software).
  • Basic understanding of medical and adult education.

  • Preferred Qualifications:
  • Experience working with medical students, postgraduate students, internship placement, scheduling of students, working within a clerkship program, graduate education program or performing work in an administrative role coordinating programs and schedules.
  • Minimum two (2) years of supervisory or leadership capacity experience.
  • Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Human Resources / HRIS Department: Kaiser Permanente Bernard J. Tyson School of Med Travel: Yes, 50 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

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