UNIV - Student Services Program Coordinator II- COM DO- UME

About the role

The College of Medicine Dean’s office is recruiting for a Year 4 Student Services Program Coordinator. This position serves as the primary coordinator for various programs and rotations, including Selectives and Electives, Critical Care, Sub-Internship, Intern 101, Geriatric Medicine, and the Simulated Interprofessional Rounding Experience (SIRE).

Responsibilities

• Serve as Coordinator for the Selectives and Electives Committee (5%)
• Provide comprehensive administrative support to the Selectives and Electives Committee, including scheduling meetings, preparing agendas, and coordinating room reservations, technology setup, and food ordering.
• Communicate meeting logistics and materials to the committee chair(s) and all members in advance of each meeting.
• Record accurate and timely minutes for all Selectives and Electives Committee meetings and distribute to members following each meeting.
• Track and follow up on action items generated by the committee to ensure timely resolution and documentation.
• Affiliate with the review and processing of new selective and elective course proposals, including compiling submission materials for committee consideration.
• Maintain accurate records of approved selectives and electives, including course requirements, credit hours, and any updates to offerings.
• Coordinate communication of committee decisions to course directors, clinical coordinators, and the Registrar’s Office as appropriate.
• Coordinate core aspects of the required Critical Care rotation (10%).
• Plan and coordinate student orientation/didactics at the beginning of each block, including communication of expectations, schedules, and required materials.
• Work with unit coordinators to manage point of care ultrasound (POCUS) probes.
• Oversee all communication with students related to the core components of the Critical Care rotation and serve as liaison to unit coordinators, including Regional Health Network (RHN) sites, as needed.
• Affiliate with assigning and tracking student Required Clinical Encounter (RCE) logs and assignment completion throughout the rotation.
• Provide administrative support to the course director in all matters related to course planning, delivery, and evaluation.
• Coordinate rooms and materials for educational sessions as directed by the course director, including mandatory events such as central line training.
• Develop, update, and maintain the Critical Care course page on the learning management system.
• Track timeliness of grade submissions.
• Coordinate core aspects of the required Sub-Internship rotation (10%).
• Plan and coordinate student orientation at the beginning of each block, including communication of expectations, schedules, and required materials.
• Oversee all communication with students related to the core components of the Sub-Internship rotation and serve as liaison to unit coordinators, including at the Regional Health Network (RHN) sites, as needed.
• Affiliate with assigning and tracking student Required Clinical Encounter (RCE) logs throughout the rotation.
• Provide administrative support to the course director in all matters related to course planning, delivery, and evaluation.
• Coordinate rooms and materials for educational sessions as directed by the course director.
• Develop, update, and maintain the Sub-internship course page on the learning management system.
• Track timeliness of grade submissions.
• Cover all aspects of the Intern 101 Program (25%).
• Serve as the primary coordinator for Intern 101, the Year 4 program designed to prepare graduating students for residency.
• Collaborate with the Associate Dean for Clinical Education, course directors, and residency program leadership to develop the Intern 101 schedule and curriculum.
• Coordinate all logistical aspects of Intern 101, including room reservations, audio-visual setup, speaker invitations and confirmations, and materials preparation.
• Communicate program schedules, expectations, and required materials to Year 4 students and faculty facilitators in advance of each session.
• Provide on-site coordination support during Intern 101 sessions, including registration, materials distribution, and real-time logistics management.
• Collect and process participant evaluations in collaboration with OAEQI and provide a summary report to course leadership following the program.
• Coordinate all aspects of the required Geriatric Medicine course for Year 4 (5%).
• Plan and coordinate all administrative aspects of the Year 4 Geriatric Medicine course in collaboration with the course director and Associate Dean for Clinical Education.
• Oversee all communication with Year 4 students related to the Geriatric Medicine course, including schedules, expectations, and announcements.
• Provide administrative support to the course director in all matters related to course planning, delivery, grade submission and evaluation.
• Coordinate room reservations and instructional materials for educational sessions as directed by the course director.
• Develop, update, and maintain the course page on the learning management system.
• Monitor and track missing assignments in collaboration with the course director.
• Cover all aspects of the required Year 4 orientation (5%).
• Oversee all aspects of Year 4 orientation in collaboration with the Associate Dean for Clinical Education.
• Develop the orientation schedule in coordination with faculty, staff presenters, and administrative leadership, ensuring all required content areas are addressed.
• Cook up room reservations, audio-visual setup, catering, and other logistical needs for all orientation sessions.
• Communicate orientation schedules, expectations, and required preparation materials to incoming Year 4 students in advance of orientation.
• Affiliate with orientation evaluations and provide a summary to the Associate Dean for Clinical Education following each orientation cycle.
• Manage the distribution of NBME self-assessment vouchers to eligible Year 4 students in coordination with the Dean for Clinical Coordination and the Office of Student Affairs.
• Maintain accurate records of voucher assignments, distributions, and usage to ensure all eligible students receive their vouchers in a timely manner.
• Communicate voucher availability, eligibility criteria, and redemption instructions to Year 4 students.
• Serve as the primary point of contact for student questions regarding NBME self-assessment vouchers.
• Coordinate with the NBME and institutional contacts as needed to resolve issues related to voucher distribution or redemption.
• Serve as the primary College of Medicine liaison for medical student participation in the Simulated Interprofessional Rounding Experience (SIRE), coordinating closely with simulation center staff and other health professions programs.
• Develop and communicate SIRE participation schedules to Year 4 students, and interprofessional team members.
• Facilitate communication between the College of Medicine and partner health professions programs to ensure consistent, coordinated delivery of the interprofessional experience.
• Coordinate the Integrated Year 4 courses (Longitudinal Research, Developing Scholarly Skills, Design Your Own courses) (20%).
• Oversee applications for proposed courses.
• Review and provide feedback regarding quality of submissions to student and course director.
• Collaborate with the course director and faculty mentors to track student research milestones and ensure timely completion of required deliverables.
• Tracks completion of interim feedback and final evaluations and work products.
• Communicates with students and faculty regarding incomplete evaluations/work products.
• Provides report to Associate Dean for Clinical Education after each evaluation is completed.
• Notifies Associate Dean for Clinical Education of final project submission about any project that is incomplete or not meeting outlined requirements and/or of any evaluation concerns.
• Develop, update, and maintain course page for each course on the learning management system.
• Work with OAEQI to disseminate course evaluations and submit final grades upon course completion.
• Assists with developing, implementing, and monitoring the longitudinal clinical curriculum elements.
• Provide administrative support for key aspects of the COM clinical curriculum.
• Website Ensure that course objectives, required clinical encounters, required resources, and other key curriculum elements are accurate and current on all Year 4 webpages.
• Lead the annual review of Year 4 web content to align with any curriculum changes or accreditation requirements.
• Pocket cards for required Year 4 courses Update pocket cards for all Year 4 required courses, annually and coordinate distribution to course leaders.
• Collaborate with course directors to ensure pocket card content is accurate, current, and aligned with course objectives and LCME standards.
• Provide support as needed in preparation for and during major curricular courses and events (e.g., Transition to Clinical Medicine and Topics in Clinical Medicine).
• Attend required meetings such as Year 3 and Year 4 Planning meetings and CONNECT sessions.
• With the clinical curriculum team: Coordinate Feedforward sessions.
• Proctor NBME exams.
• Affiliate with transcript audits.
• Create and distribute monthly newsletter.
• Complete curriculum and assessment mapping for courses that you coordinate.
• Affiliate with staff and faculty with maintaining the curriculum and assessment maps for required courses.
• Provide administrative support to the Assistant Dean for Clinical Coordination.
• Affiliate with additional projects as needed, including coverage of colleagues.

Requirements

• A bachelor's degree and one year experience in student services programs.

Physical Requirements

• Ability to perform job functions in an upright position (Frequent)
• Ability to perform job functions in a seated position (Frequent)
• Ability to perform job functions while walking/mobile (Frequent)
• Ability to work indoors (Continuous)
• Ability to work outdoors in all weather and temperature extremes (Infrequent)
• Ability to work in confined/cramped spaces (Infrequent)
• Ability to perform job functions from kneeling positions (Infrequent)
• Ability to bend at the waist (Infrequent)
• Ability to squat and perform job functions (Infrequent)
• Ability to perform 'pinching' operations (Infrequent)
• Ability to fully use both hands/arms (Continuous)
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders (Frequent)
• Ability to reach in all directions (Frequent)
• Possess good finger dexterity (Frequent)
• Ability to maintain tactile sensory functions (Continuous)
• Ability to lift and carry 50 lbs., unassisted (Infrequent)
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted (Infrequent)
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted (Infrequent)
• Ability to push/pull objects, up to 15 lbs., unassisted (Infrequent)
• Ability to maintain 20/40 vision, corrected (Continuous)
• Ability to see and recognize objects close at hand (Continuous)
• Ability to see and recognize objects at a distance (Continuous)
• Ability to match or discriminate between colors (Continuous)
• Ability to determine distance/relationship between objects; depth perception (Continuous)
• Good peripheral vision capabilities (Continuous)
• Ability to maintain hearing acuity, with correction (Continuous)
• Ability to perform gross motor functions with frequent fine motor movements (Continuous)
• Ability to work in dusty areas (Infrequent)