Clerkship Program Coordinator 1

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values can be found here. The University System of Georgia consists of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards.

Job Summary

The Clerkship Coordinator provides comprehensive administrative and operational support for the Department of Anesthesiology and Perioperative Medicine's undergraduate medical education programs. This position coordinates all aspects of medical student clerkships, externships, visiting student rotations, observerships, and allied health student experiences, including scheduling, onboarding, evaluations, course management, and compliance activities. The Coordinator serves as the primary liaison among students, faculty, regional campuses, and institutional offices to ensure a high-quality educational experience and efficient program operations.

Responsibilities

• ENRICHMENT (M4) ROTATIONS EVERY 4 WEEKS: Pull all rosters from Banner. Verify all rosters with One45 rotation schedule. Send rotation contact/information to students. Collect student photos by rotation, distribute to faculty and front office staff. Locate student Asepsis Training dates. Prepare schedules for courses, distribute to faculty and front office staff. Monitor faculty responses to scheduled lectures, following up to reschedule as needed. Verify attendance in POUNCE for all rotations per registrar's office. Request appropriate OR access for students. Collect information needed for scrub access. Enter/manage student scrub access in ScrubEx system, including follow up to make sure scrubs are returned promptly. Send student evaluations. Monitor evaluations for completion & CD review. Process and release evaluations in One45 and post grades in Banner by grade entry deadline. Address daily emails/visits/concerns/inquiries from student. Send calendar invitations to faculty/students for student lectures. Send student reminders for requirement due dates. Track completion of student requirements. Proctor ANES 5015 exam every 4 weeks. Maintain rotation capacity/availability. Address all student rotation requests and inquiries. Process and track all Add/Drop Forms for anesthesia courses.
• Liaison between Augusta and the Regional Campus Coordinators.
• VSLO (VISITING STUDENT LEARNING OPPORTUNITIES): Annual updates of Course Offerings. Manage applications and student notifications. Work with CD and ACD to review applications, extend offers accordingly. Send rotation information to students. Address daily emails/concerns/inquiries from students.
• M1/M2 STUDENT SHADOWING: Address daily emails/visits/concerns/inquiries from students. Schedule shadowing with desired attending. Send shadowing information to each scheduled student. Send calendar appointments to scheduled students and faculty. Place scrubs in locker for each scheduled student, also returning each set of scrubs.
• ADMINISTRATIVE DUTIES: Monthly Coordinator Meetings. Manage anesthesia medical student course CRNs (review for accuracy, update, activate). Request new CRNs as needed. Enter CIR data for each CRN (rotation identification number) twice a year (Spring/Fall). Request new courses in Curriculog as needed. Submit required documents and monitor process. Assist Simulation Director in scheduling simulation sessions with the Interdisciplinary Simulation Center. Manage annual student Gramling award selection process, obtain plaque, request award check, liaison with Curriculum office for department. Assist with annual Resident Educator Award selection process by sending selection request emails to students. Manage and maintain Medical Student Clerkship and Student Box folders. Manage and maintain list of anesthesia declared students. Schedule and communicate student advisement sessions as requested by CD. Assist sponsored students with travel paperwork for ASA/GSA/SPA/SCA travel.
• OTHER : Perform all other duties as assigned.

Required Qualifications

• Associate's degree from an accredited college or university and a minimum of four years of professional or administrative experience to include a minimum of two years educational program experience or similar experience.
• OR High School Diploma, GED, or equivalent from a State or Federal accrediting organization and a minimum of seven years professional or administrative experience to include four years of educational program experience or similar experience.

Preferred Qualifications

• Some college preferred