Details

Monday – Friday, business hours. This position is located at 1925 E Spence Eccles Dr. Salt Lake City, UT, 84112

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine ( SOM) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism, and collaboration.

The Visiting Student Learning Opportunities ( VSLO) Program Manager is responsible for the administration and coordination of the medical school’s participation in the AAMC Visiting Student Learning Opportunities ( VSLO) program. This position manages the full lifecycle of visiting student elective applications, ensuring compliance with institutional policies, AAMC requirements, and accreditation standards. The administrator serves as the primary point of contact for visiting students, academic departments, faculty, and institutional partners, facilitating efficient communication and a positive applicant experience.

The role oversees application processing including eligibility, fees, post decision document review and affiliation agreements. This individual manages all records while collaborating with departmental coordinators and student affairs leadership to support visiting learner experiences. The VSLO Program Manager also monitors program data, develops and maintains operational procedures, identifies opportunities for process improvement, and helps ensure that the institution’s visiting student program operates efficiently, consistently, and in alignment with institutional goals and national best practices.

In addition to managing this VSLO program, this position also cross trains to support areas within the Office of the Registrar and the Financial Aid & Scholarship team. In addition, involvement in and completion of recurring projects, and provide event support during busy seasons.

· 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.

· Oversees affiliation agreements for visiting students, ensuring appropriate agreements are established and maintained with participating institutions. Coordinates the development, review, renewal, and execution of agreements in collaboration with internal stakeholders and Legal Counsel, ensuring compliance with institutional policies and applicable requirements.

· 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 AAMC Visiting Student Learning Opportunities ( VSLO) policies, application processes, institutional procedures, and best practices, providing one session via webinar and one in-person session annually to promote consistent program administration and regulatory compliance.

· 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 back up as needed acting as first point of contact for the School of Medicine’s students, faculty and guests; maintaining a welcoming and positive environment within the Office of Student Affairs; provides administrative support to Student Affairs management and staff.

· 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

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

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 hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. 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.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

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

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 they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page

Online reports may be submitted at https://oeo.utah.edu


https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.