Clinical Clerkship Coordinator, School of Medicine

Job Overview:

The Medical Student Coordinator is responsible for the day-to-day administration of the Medical Student Programs in designated departments at Methodist University Cape Fear Valley Health School of Medicine (MUCFVH SOM). Responsibilities include but are not limited to supporting communication regarding medical education between the respective departments the Division of Clinical Education and the clinical sites assigning and tracking evaluations monitoring grade revisions obtaining on-line rosters and tracking updates preparing and distributing rotation schedules as well as conducting administrative orientation for the medical students. Must possess highly developed communication skills and maintain good rapport with students physicians and all appropriate personnel in order to maintain good working relationships between the medical school and clinical sites. Provides shared support to Clerkship Directors the site directors/coordinators and medical students in the overall educational mission of MUCFVH SOM. Provides support to the Division of Clinical Education in its efforts to communicate the vision of medical education at Methodist University Cape Fear Valley Health School of Medicine.

*This position requires occasional extended hours to be available to faculty clinical affiliate administration and medical students.

Duties/Responsibilities 30%

• Respond to all correspondence in a timely and appropriate manner.
• Provide direct administrative support for all medical education functions to Clerkship Directors.
• Must be available to faculty staff and students in person on campus as needed.
• Must be available to faculty and staff as needed (requires occasional extended evening hours to meet the needs of these constituents).
• Coordinates site visits and other meetings by MUCFVH SOM as requested.
• Facilitates and supports communication regarding medical education between MUCFVH SOM and clinical sites. Maintains routine communication with all clinical sites.
• Brings urgent issues involving medical students to the immediate attention of the appropriate MUCFVH SOM individual. Handles sensitive and confidential matters as appropriate.

Duties/Responsibilities 15%

• Schedules student clerkships and secures rosters from One45. Prepares and provides rosters to each clinical site as appropriate.
• Maintains complete and accurate student files.
• Accurately adds new users to One45 and provides instruction on how to navigate One45.
• Assists clinical site faculty and staff with One45 training and troubleshooting.
• Generate routine and ad hoc reports from One45 and other sources as requested.
• Act as a liaison for MUCFVH SOM medical students; troubleshoots as appropriate to resolve issues medical students may encounter during their rotations. Bring to the attention of MUCFVH SOM administration appropriate difficulties.

Duties/Responsibilities 20%

• Proctors NBME Shelf Exams at the end of each Block. Attendance on specified dates is mandatory.
• Schedules Objective Structured Clinical Examinations/Exercises (OSCEs) and student teaching conferences as necessary.
• Monitor and update Senior Elective Catalogue at a minimum of annually and throughout the year as necessary. Provide updates to the Clinical Education Department for coordination in One45. This entails emailing all course directors at least once annually for documented updates.
• Assigns and tracks completion of student performance evaluations including any revisions that need to be completed. Communicates evaluation data to clinical sites.

Duties/Responsibilities 10%

• Conducts administrative orientation for medical students at the beginning of each block.
• Utilize VSLO review visiting student applicants and coordinate elective positions between the Department of Clinical Education and appropriate department faculty.
• Handle correspondence coordinate forms requiring signatures (add-drop forms special elective forms and special requests) for students and Directors and forwarding them to the appropriate medical school offices.

Duties/Responsibilities 15%

• Prepares and distributes materials as requested by the Department of Clinical Education.
• Accurately and efficiently perform other duties to meet the educational needs of MUCFVH SOM students. These duties may include but are not limited to assisting Clerkship Directors in preparing course materials.
• Secure documents from medical students for clinical sites.
• Reviews clerkship websites routinely and updates as necessary.
• Provides support to faculty of Bridge to Cornerstone course and Transition to Residency course including being available on-site as needed for the courses.
• Maintains confidentiality of workplace information according to the policies and procedures of the MUCFVH SOM.
• Attend meetings as requested. Generate minutes when appropriate. Provide support to students scheduling 4^th year electives preparing Special Elective applications and seeking new electives.
• Schedules Teams and/or Zoom meetings as necessary for students and faculty.
• Prepares surveys for faculty as requested and monitors results.

Duties/Responsibilities 5%

• Works with Documentation Surveillance to ensure medical students follow all documentation policies and provides clinical sites any needed documentation upon request.
• Works within AMP (Medical School Applicant Admissions Portal) to document applicant compliance with medical school immunization and background clearance requirements.
• Cross-cover other Student Coordinators in the Department of Clinical Education.

Other Duties as Assigned 5%

Minimal Education - Bachelors degree (BS/BA) preferred. Demonstrated applicable work experience considered in lieu of college degree.

Years of Experience Minimum of 5 years experience as a clerkship or residency coordinator considered in lieu of college degree.

Competencies (Knowledge Skills and/or Abilities):

• Proficiency in current Windows platforms is required.
• Proficiency in MS-Word and MS-Excel is required.
• Proficiency in computerized calendars and e-mail systems is required.
• Excellent understanding of standard computer applications: word processing database and spreadsheet.
• High energy levels and ability to work with minimal direction required.
• Excellent organizational interpersonal and communication skills required.
• Must possess a well-developed sense of composure under stressful situations.
• Superior grammar spelling and punctuation required. Excellent proofreading and editing skills.
• Ability to draft memos letters and basic documents required.
• Attention to detail is required.