Administrative Clerkship Coordinator

Responsibilities

• Administrative support to the department of clinical education
• Aid in the day-to-day operations of the department
• Support calendars, schedule meetings, book campus meeting space
• Order office supplies and maintain office equipment
• Draft, review, and edit documents, presentations, and reports as needed
• Maintain confidentiality and handle sensitive information with discretion
• Assist in planning and executing departmental projects and initiatives, track progress
• Support committees as assigned, including preparing agendas, minutes, and official records
• Respond to student inquiries regarding badging processes
• Keep Clinical Education Leadership and Assistant Administrative Director informed of student scheduling
• Schedule clinical clerkships, assign students to monthly clerkships
• Communicate with clinical faculty and students to ensure availability of clerkships
• Cook local and away clerkships between Clinical Coordinators
• Manage and communicate hospital badging process
• Ensure timely and accurate information in department databases
• Update and maintain databases (processing updates, corrections, additions, archiving data, quality control activities, adherence to protocols)
• Develop databases as needed for the department
• Manage student badging process and faculty credentialing/renewals
• Communicate with preceptors regarding upcoming student clerkships
• Supply student contact information and documentation as needed
• Complete onboarding steps as required by the site
• Credential new preceptors and renew preceptor/site documents ensuring they meet accreditation standards
• Contribute to team effort by performing other duties as needed/assigned

Qualifications

• Bachelor’s Degree or 3-5 years of relevant work experience
• Advanced courses in computer applications preferred
• Two years’ administrative/coordination related experience
• Three years of access database experience
• One year experience supporting multiple individuals
• Two years’ experience in higher education administration preferred

Skills & Abilities

• Excellent communication skills
• High level of skills in email communications, and grading software
• Proficient in Microsoft applications, including Excel, Word, and PowerPoint
• Working knowledge and/or familiarity with Adobe Professional, Photoshop, Paint and Photo Editor, a plus
• Ability to learn new software such as eMedley, Clinician Nexus, My Clinical Exchange, and Canvas
• Excellent interpersonal skills, including understanding, assessing, and using appropriate professional judgment
• Effective use of diplomacy and tact essential
• Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans
• Ability to set priorities, meet deadlines, and perform assignments accurately
• Strong grammar and punctuation skills
• Strong organization skills, flexibility, ability to adapt to changed priorities, and handle frequent interruptions
• Ability to handle multiple projects and tasks simultaneously
• Ability to lift 40 lbs.
• Flexibility to work early or late or on weekends for certain tasks
• Ability to work in a team environment yet work well independently
• Excellent telephone etiquette