Clinical Education Program Coordinator

Clinical Education Program Coordinator

This position is primarily responsible for activities essential to the clinical education curriculum, including daily operations of the clerkship, planning and organization of each clerkship rotation throughout the academic year, and management of elective offerings. The environment is fast-paced, time-sensitive, and collaborative. The position is integral for the creation of a supportive learning environment needed to deliver a high quality, clinical educational experience that contributes to the medical students' success at achieving the program objectives.

Clerkship Support

• Provides primary support for the clerkship director in matters relating to the clinical curriculum, and functions as their representative when needed.
• Functions as liaison to students, faculty, residents, community faculty, site administrators, and school administration for a wide array of questions and tasks.
• Manages daily operations of the clerkship, organizing and prioritizing necessary tasks, initiating changes, and resolving issues as they arise.
• Manages logistical aspects of simultaneous clinical rotations to include communications, availability of materials, securing classroom space, building didactic schedules, and proctoring sessions.
• Advises, counsels, assists students in selecting, securing, and completing rotations.
• Notifies students of rotations and provides them with all information necessary to commence and complete the rotation.
• Processes exams and prepares paperwork for grading, maintains course filing system.
• Compiles all student training verification request forms for program director's approval and assists in letters of recommendations for current and past trainees.
• Coordinates and/or participates in annual visits to community preceptor sites, including preparation of annual student feedback reports for preceptors.
• Facilitates issue resolution via independent action, engaging course directors as appropriate.

Clinical Education Curriculum

• Maintains thorough knowledge of the UME calendar and course offerings, including the key responsibilities of other BSOM offices.
• Maintains working knowledge of current presentation software and conferencing technology to support in-person and distance learning.
• Builds course materials for electronic distribution.
• Builds, manages, maintains course and community sites within the learning management system (LMS) platform to organize the course, communicate with students, and post course materials.
• Supports clerkship director in implementing changes in curriculum.
• Represents department at relevant meetings such as Doctoring Committee, Coordinator meetings.

Data and Reporting

• Manages the student evaluation process, including monitoring evaluations, reporting, assisting in submission of final grades.
• Notifies course director of performance issues or discrepancies.
• Ensures compliance with LCME requirements, i.e. mid-rotation feedback, patient loggers, observed H&P, duty hours, and completion of graded and required activities.
• Prepares for accreditation, reviews, and site visits.
• Compiles and submits reports to required committees, boards, and organizations.
• Provides prompt feedback to administration in reporting problems and successes at rotation sites based on student feedback and scheduling.
• Manages information across various software platforms including maintaining student enrollments, appropriate user access, and providing technical assistance to faculty and students.
• Prepares clerkship bi-annual reports and other reports related to the clinical curriculum.
• Affairs ongoing process improvements based on student feedback or other evidence.

Student Support

• Manages student absence requests.
• Manages the Visiting Student Learning Opportunities (VSLO) application process, including enrollment tracking, approving applications, scheduling visiting students for clinical electives.
• Supports and engages departmental Medical Student Interest Group.
• Supports and tracks student shadowing experiences, research/scholarly projects and related activities.
• Filters and answers inquiries from present and past trainees.

Administrative Duties

• Provides clerical support and/or general clerical tasks, if needed.
• Prepares and initiates routine and non-routine correspondence, memoranda, and reports.
• Codfers travel arrangements, lodging, food services, processes travel vouchers, schedules meetings, appointments, and coordinates luncheons.
• Manages budget accounts for program, submits requests for business-related purchases, reconciles ledgers/statements, and expenditures of money.
• Addresses problems involving policy interpretation related to interoffice procedure and student concerns.
• Maintains accurate and organized rotation records for students, preceptors, and rotation sites in a confidential manner, ensuring that ethical and legal guidelines are maintained.