Clerkship Coordinator - Carle Illinois College of Medicine

Clerkship Coordinator - Carle Illinois College of Medicine

Company:
University of Illinois at Urbana-Champaign

Job Location:
Urbana, 61820

Category:
Health and Medical Services

Type:
Full-Time

Clerkship Coordinator
Carle Illinois College of Medicine
University of Illinois Urbana-Champaign

Created in 2015 as a partnership between the University of Illinois Urbana-Champaign and Carle Health, the Carle Illinois College of Medicine is the world's first accredited engineering-based medical school, representing a new concept in the field of healthcare education. Innovation is the cornerstone of our curriculum, with emphasis on human factors, design thinking, medical technologies, and entrepreneurship. We are preparing caring, compassionate, and skilled physician innovators for the practice of modern medicine.

The Carle Illinois College of Medicine embraces the university's commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit: Mission | Carle Illinois College of Medicine | Illinois.

Carle Illinois College of Medicine - the world's first LCME accredited engineering-based medical school
Why Work at Carle Illinois College of Medicine?
Mission & Vision | Carle Illinois College of Medicine | Illinois
Highlights of Benefits for University of Illinois Employees

Position Summary

The Clerkship Coordinator is responsible for the coordination of one or more Clerkships, including the implementation, assessment/evaluation, and management of academic, evaluative, and administrative activities to ensure fulfillment of learning objectives and clinical experiences. This position reports to the Clinical Sciences Manager.

Applicants are encouraged to review the related posting for the Electives Coordinator position with the Carle Illinois College of Medicine. Those interested in that opportunity must apply within that position announcement to be considered.

Duties and Responsibilities

Academic processes and ongoing educational activities for designated clerkship(s)

• Work with college leadership and faculty to implement, evaluate, and manage all academic and administrative elements of designated clerkships to ensure fulfillment of learning objectives and clinical experiences.
• Ensure consistent standards and objectives are met and assist students with completion of requirements associated with designated clerkship(s), including procedure lists, case logs, senior competencies, and OSCE programs. Monitor student progress and independently inform students of incomplete competencies or other course requirements.
• Contact faculty after each clinical rotation for student performance assessments and grades, compile grade averages, and forward final assessment forms to the clerkship director and Office of Academic Affairs for review. Advise college faculty and leadership on progress, emergent issues, and suggestions for development of the program.
• Maintain all clerkship and course documents, including confidential faculty files, student evaluations and grades, budget reports, and monthly and annual reports. Collect and analyze data, provide standard and ad hoc reports, and evaluate and offer qualitative recommendations in support of the clerkship program.
• Represent designated clerkship(s) at unit, college, campus, clinical site, and other meetings; provide information, offer recommendations, and advance the interests of the program.
• Serve as a resource to faculty and students to interpret educational policies and procedures of the college.
• Gather information, analyze operational practices and workflow, and offer recommendations to create new systems or revise established procedures.
• Compose correspondence and reports in response to inquiries or as requested by the clerkship director or Academic Affairs leadership. Schedule meetings, prepare documentation, and maintain accurate current database files.
• Collaborate with the Director of Educational Assessment in proctoring National Board of Medical Examiners (NBME) subject examinations and OSCEs (Objective Structured Clinical Examinations).

Implementation of the clinical clerkship curriculum for the placement of students in designated clerkship(s) rotations for all affiliated sites

• Facilitate and lead the clerkship student orientation and provide administrative clerkship information to students.
• Maintain efficient and effective daily management of clerkship rotation and communicate with the Clerkship Director, Director of Clinical Education, Director of Educational Assessment, and Associate Dean for Academic Affairs on pertinent issues, including regular assessment and evaluation of the program.
• Oversee and develop the student instructional schedule in collaboration with course faculty. Work directly and independently with departmental faculty to schedule medical students during each clinical rotation throughout the academic year.
• Coordinate curricula and student activities related to faculty and student development for improvement of curriculum delivery. Offer recommendations to faculty and leadership on program design and delivery.
• Collaborate with the Director of Educational Assessment to coordinate the remediation and reassessment process for students during designated clerkship(s).
• Serve as liaison between students and clerkship directors at teaching sites.
• Serve as liaison between the designated clerkship(s) and the GME coordinators at all affiliated sites.
• Coordinate with staff at clinical teaching sites for problem-solving and development of coordinated responses to clerkship needs and requirements; ensure appropriate faculty at each site are appointed.

Implementation of the learning management and assessment/evaluation systems (Canvas and One45)

• Support exam logistics for all required courses in collaboration with the Assessment team.
• Collect and verify clinical student performance assessment forms from preceptors.
• Ensure that exam administrations adhere to college policies and NBME standards.
• Offer suggestions and implement recommendations from administration and faculty following clerkship and evaluation reviews.

Administrative and budget-related activities on behalf of designated clerkship(s)

• Coordinate service tracking processes for all faculty providing educational assistance to the designated clerkship(s) to ensure accurate and complete effort data is available for payment.
• Process procurement transactions and reimbursement vouchers for the designated clerkship director and faculty.
• Make financial recommendations on matters related to clerkship budget and resource planning, faculty affairs, and personnel management.

Other

• Coordinate agendas, meetings, and reminders for the Clerkship Directors' meetings.
• Assist with the planning and implementation of annual retreats and other major events.
• As needed, act as backup or provide overload support to clerkships assigned to other staff.
• Perform related duties as assigned and assist as needed in Academic Affairs.
• Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; and support equal employment opportunity principles, rules, and regulations.
• Foster a culture of inclusion by supporting respectful collaboration among individuals with varied perspectives, experiences, and roles within the Carle Illinois College of Medicine.
• Champion positive interprofessional relationships that bridge the college's public and private organizational structures and missions.

Minimum Qualifications

Required

• A Bachelor's degree.
• A total of one (1) year (12 months) of education, training, and/or work experience in higher education, healthcare, or a medical education setting.
• Demonstrated experience in the design, coordination, and/or evaluation of programs and objectives.

Preferred

• Master's degree.
• Professional work experience in a university setting.
• Experience working with curriculum and/or faculty, preferably in a professional school.
• Experience working with Learning Space software, Canvas, One45 medical education system software, or a comparable program.

Knowledge, Skills, and Abilities

• Ability to communicate effectively.
• Ability to work independently and exercise judgment in order to analyze and investigate a variety of questions or problems.
• Ability to work collaboratively in a high-paced environment.
• Judgment and discretion, especially in the handling of confidential and/or sensitive issues and information.
• Ability to effectively use a variety of software programs and systems, including data entry, retrieval, and report generation.
• Self-motivated passion for growth and adaptability to change.
• Ability to manage multiple projects and deadlines.
• Ability to analyze and develop guidelines, procedures, and systems.
• High attention to detail with excellent organizational skills.
• Knowledge of Liaison Committee on Medical Education (LCME) accreditation standards.
• Knowledge of student and patient privacy regulations, including FERPA and HIPAA.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after the close date. The budgeted salary range for this position is $60,000 - $65,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is eligible for sponsorship for work authorization, except for sponsorship of a new H1B petition that would incur the $100,000 fee.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Friday May 1, 2026. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact wmmyers@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

Requisition ID: 1035666
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu