Student Management Coordinator / Academic Affairs

Location Detail: 560 Hudson St HH E&R Ctr (10058)

Shift Detail: Monday - Friday 8:00 - 4:30 with flexible start and end times

Work where every moment matters.

Every day, more than 40,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut’s most comprehensive healthcare network.

The creation of the HHC System Support Office recognizes the work of a large and growing group of employees whose responsibilities are continually evolving so that we and our departments now work on behalf of the system as a whole, rather than a single member organization.

With the creation of our new umbrella organization we now have our own identity with a unique payroll, benefits, performance management system, service recognition programs and other common practices across the system.

Position Summary The Student Management Coordinator is responsible for the day‑to‑day administration, maintenance, and accuracy of the HHC student management system. This role ensures complete, accurate, and timely entry of student data and supports the configuration and ongoing enhancement of the system to accommodate multiple student types, academic programs, and operational requirements.

The Coordinator works closely with Academic Affairs leadership, internal stakeholders, external partners, and vendors to support student onboarding, system compliance, reporting needs, and continuous process improvement. This position plays a critical role in ensuring that student data supports operational workflows, regulatory requirements, performance reporting, and organizational decision‑making.

Reports to the Manager, Academic Affairs Operations, Analytics, and Student Management

Position Responsibilities Key Areas of Responsibility Student Management System Administration

• Maintains the HHC student management system by entering, validating, and updating student data to ensure accuracy, integrity, and completeness.
• Builds, configures, and supports system structures to accommodate diverse student types, affiliations, programs, rotations, and operational requirements.
• Supports onboarding, enrollment, status changes, and offboarding of student learners in accordance with established policies and procedures.
• Performs routine audits and quality checks to ensure data accuracy and consistency across student records and system modules.
• Creates and maintains documentation of system procedures, workflows, profiles and standard operating processes related to student management.
• Provides learning and training on the system to internal and external stakeholders, including developing user guides/videos and training aids.
• Manages monthly newsletter, announcements, and communication to internal and external users and stakeholders

Student Onboarding & Operational Support

• Collaborates with internal leaders and academic institution student liaisons and program coordinators to assure compliance with all student requirements for onboarding to HHC student rotations. Provides educational coordination and information between program directors, school contacts, and other stakeholders.
• Coordinates and supports student onboarding processes, ensuring required documentation, compliance checks, and system steps are completed accurately and on time.
• Serves as a point of contact for internal departments, academic partners, and learners regarding student management workflows and system access.
• Tracks student status and milestones and assists in resolving system or data‑related issues that impact learner progression or placement.
• Supports updates to onboarding requirements based on regulatory, accreditation, or organizational changes.

Reporting & Data Support

• Runs standard and ad‑hoc reports from the student management system to support operational, regulatory, and accreditation needs.
• Assists with compiling data for required reporting, including student community benefit reports, flu reporting, and accreditation documentation.
• Supports the Manager with data validation, reconciliation, and preparation of datasets used for dashboards, KPIs, and performance reporting.
• Identifies data discrepancies or trends and escalates issues to the Manager with recommended corrective actions.

Compliance & Quality

• Ensures student records and system processes align with HHC policies, regulatory standards, and accreditation requirements.
• Supports audits, reviews, and accreditation activities by preparing documentation and responding to data requests.
• Adheres to data privacy, confidentiality, and security standards when managing student information.

Process Improvement & Collaboration

• Participates in continuous improvement efforts by identifying inefficiencies, gaps, or enhancement opportunities in student management workflows.
• Collaborates with the Manager and cross‑functional stakeholders to test system updates, enhancements, and process changes.
• Provides feedback and frontline insights to support system enhancements and process standardization across Academic Affairs.
• Documents and updates workflows, business processes, and platform profiles.

Working Relationships This Job Reports To: System Director, Academic Affairs

Qualifications Requirements and Specifications: Education

• Minimum: Associate’s Degree in Business, Analytics, or related discipline
• Preferred: Bachelor’s Degree in Management, Analytics, Health Administration, Public Health, or related discipline

Experience

• Minimum:
• 2–4 years of experience in an administrative, operations, data coordination, or student services role, preferably in healthcare or education.
• Experience working with data systems, databases, or student/learner management platforms.
• Knowledge of Microsoft Office products.
• Experience with supporting workflow integration
• Preferred:
• Database knowledge (modeling, ETL)
• SQL coding skills
• Statistical Analysis (SPSS, R, Python, etc.) – Preferred
• Qlikview – Preferred
• Crystal Reports - Preferred
• ETL experience (Pentaho) – Preferred

Knowledge, Skills And Ability Requirements

• Strong attention to detail with a demonstrated ability to manage and validate large volumes of data.
• Proficiency with Microsoft Office applications, particularly Excel and Word.
• Ability to learn and effectively use enterprise systems and databases.
• Strong organizational and time‑management skills with the ability to manage multiple priorities.
• Clear written and verbal communication skills.
• Ability to collaborate effectively with diverse stakeholders and respond to customer needs.
• Problem‑solving mindset with the ability to identify issues and escalate appropriately.
• Commitment to service excellence, data accuracy, and operational quality.

We take great care of careers. With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge – helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving employees-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment.