Medical Coordinator III

About the role

The Medical Student Coordinator III is responsible for the day-to-day administration of the Medical Student Programs in designated departments at Drexel University College of Medicine. This role supports communication regarding medical education between departments, the Division of Clinical Education, and clinical sites across Pennsylvania, New Jersey, Maryland, Delaware, and California. The coordinator schedules and oversees housing, assigns and tracks evaluations, monitors grade revisions, prepares and distributes rotation schedules, conducts administrative orientation for medical students, and provides shared support to 10 Clerkship/21 Pathway Directors, site directors/coordinators, and approximately 300 medical students. The position is grant-funded, requiring extended hours to be available to faculty, clinical affiliate administration, and medical students, and is located in University City, Philadelphia, PA.

Responsibilities

• Respond to all contact in a timely and appropriate manner; monitor and respond to DrexelMedClinicalEducation@drexel.edu, phase 2-3coordinators@drexel.edu, and personal Drexel.edu mailbox.
• Provide direct administrative support for all medical education functions to 1-2 clerkship directors.
• Be available to faculty, staff, and students in person on campus as needed, and across East Coast and Pacific Daylight Time zones (requiring extended evening hours).
• Coordinate site visits and other meetings by DUCOM as requested.
• Develop agreements and coordinate schedules with clinical sites.
• Act as first point of contact between site student coordinator and DUCOM; facilitate and support communication regarding medical education.
• Maintain routine communication with all clinical sites; bring urgent issues involving medical students to the immediate attention of the appropriate DUCOM individual.
• Handle sensitive and confidential matters appropriately.
• Secure roster of students rotating from DOCSS; prepare and provide rosters to each clinical site as appropriate.
• Maintain complete and accurate student files and detailed records for accreditation, compliance, and quality assurance.
• Accurately add new users to DOCSS and provide instruction on navigation; assist clinical site faculty and staff with DOCSS training and troubleshooting.
• Generate routine and ad hoc reports from DOCSS and other sources as requested.
• Act as a liaison for DUCOM medical students; troubleshoot to resolve issues encountered during rotations and bring difficulties to DUCOM administration.
• Identify and recommend strategies for optimizing workflows, resource utilization, and partnerships to enhance sustainability of educational initiatives.
• Proctor NBME Shelf Exams at the end of each block (every 5 weeks plus make‑up dates); attendance on specified dates is mandatory.
• Schedule Objective Structured Clinical Examinations/Exercises (OSCEs) and student teaching conferences as necessary.
• Monitor and update the Senior Elective Catalogue a minimum of annually, and throughout the year as necessary; provide updates to the Director of Clinical Education and Director of Student Scheduling for coordination in DOCSS, including a mailing to all course directors at least annually for documented updates.
• Assign and track completion of student performance evaluations, including any revisions; communicate evaluation data to clinical