"Clinical Rotations Coordinator II (OMS-IV) - LUCOM"

Provide organization, facilitation and oversight of various projects, activities or events within the organization. This could include, but is not limited to creating and managing schedules, timelines and event plans, facilitating communication and ensuring information is disseminated effectively.

JOB SUMMARY

The Clinical Year Coordinator for OMS-IV plays a critical role in managing the administrative operations related to fourth-year clinical rotations, shadowing opportunities, and other non-clinical experiences. This position is responsible for overseeing and executing key functions including rotation request approvals and scheduling, registration reporting, and grade tracking. The coordinator serves as a central liaison between students, clinical sites, and academic departments to ensure seamless progression through the clinical curriculum.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Ensures onboarding of rising OMS-IV students into corresponding systems and processes related to the fourth year.
• Respond to student inquiries surrounding the OMS-IV requirements, scheduling processes, registration processing, grades, and the residency match process.
• Respond to inquiries and function as liaison between faculty, administrators, staff, students, and other outside contacts on a daily basis.
• Review and process approvals or denials of student rotation requests, ensuring that all LUCOM policies and student requirements are met including but not limited to: Approved sites are actively affiliated; Approved sites meet LUCOM criteria that include a variety of locations and experiences; Rotation dates fall within approved semester timeframes and do not overlap with other rotations on the student schedule; Collecting preceptor information and working with the LUCOM credentialing team, ensuring the preceptor is appropriately credentialed; Updating rotation schedules when a change occurs.
• Ensuring that curricular resources are created and maintained for corresponding student schedules.
• Evaluating student progress towards meeting end of rotation and curricular requirements; including reporting grades. Maintain systems for OMS-IV clinical rotations and other curricular requirements (i.e., quiz maintenance, shadowing, OMT Touch Point, etc.).
• Monitors the learning management systems of the COM, and the process for student logs and reporting.
• Actively works in various virtual platforms for processing of OMS-IV rotation applications, including; VLSO, Clinician Nexus, MyClinicalExchange, ACEMAPP, and others utilized by different rotation sites.
• Under the direction of the Assistant Director of Clinical Education, assists development and distribution of curriculum policies, procedures, curriculum schedules, syllabus, evaluation documents and other associated materials to the clinical institution, clinical faculty, and students.
• Collaborates consistently with multiple LUCOM departments and team members to coordinate all aspects of the OMS-IV student experience— including affiliation requirements, preceptor credentialing requirements, clinical scheduling, course registration, preceptor evaluation completion, grade processing, and communication—ensuring a smooth and efficient process.
• Assists the Assistant Director of Clinical Education, medical education leadership, and clinical leadership to establish, implement, and continuously re-evaluate program policies, procedures, curriculum, evaluation processes and the supporting training manuals.
• Ensure that required curriculum expectations, syllabus, and related information is distributed to corresponding stakeholders, including but not limited to: evaluation procedures and forms.
• Provides assistance to students with the residency match process.
• Collaborates with LUCOM faculty mentors and clinical leadership regarding student advisement and progression towards a residency match.
• Assist in student-doctor transition from OMS-III to OMS-IV including, systems training, clear communication, early OMS-IV elective processing, etc.
• Other responsibilities as assigned by the Sr. Executive Director of Medical Education in support of the department.
• Advance the prestige of the University and LUCOM through advancement of and avocation for its mission and vision.
• Works effectively as a team member, embracing and fostering LU’s mission.
• Demonstrate an ability to work as a group leader and group member, team player.
• Serve on committees at the request of the Dean and /or his designee.
• Other duties as assigned by the Dean or his designee.
• Strictly adheres to Liberty University policies, representing the University in an exemplary manner.
• Works effectively as a team member, embracing and fostering LU’s Christian model and Mission – Training Champions for Christ.

SUPERVISORY RESPONSIBILITIES

None.

QUALIFICATIONS AND CREDENTIALS Education and Experience

• Bachelor’s degree required.
• Master’s degree preferred.
• Three (3) to five (5) years’ experience in administrative or clerical role.
• Clinical rotation experience at a medical school or hospital.
• Advanced knowledge of Microsoft Office Applications and ELMS systems.
• Experience in managing multiple projects simultaneously of a routine and complex nature.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB Communication and Comprehension

• Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.
• Ability to understand, read, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Possession of public communication skills that allow professional representation of Liberty University College of Osteopathic Medicine to a variety of business and community customers and associates.
• Demonstrated strong organizational and clerical skills, having knowledge of administrative and clerical procedures and systems such as Microsoft Office, managing files and records, transcription, designing forms, and other office procedures and terminology, and the ability to prioritize work and meet deadlines.
• Excellent computer skills.
• Ability to interpret, adapt, and apply knowledge of guidelines, policies, and procedures in a variety of situations.
• Ability to contribute to a team environment and contribute expertise at appropriate times while recognizing each team members’ strengths and contributions.
• Use of “listen first" communication style to ensure that everyone is heard so the best decision can be reached.
• Excellent interpersonal skills, with the ability to show respect to their colleagues and to work in a collegial manner.
• Knowledge and sensitivity to critical and subtle issues which can potentially impact academic performance and wellness, particularly for students from culturally and socio-economically diverse backgrounds.
• Demonstrated experience effectively advising students.
• Passion to ensure both academic success and overall personal wellness.
• Ability to maintain strict confidentiality in accordance with FERPA guidelines.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.
• Exercise critical thinking, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Active learning by understanding the implications of new information for both current and future problem-solving and decision-making needs.
• Systems analysis and evaluation to determine how a system should work and how changes in conditions, operations, and the environment will affect outcomes; identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
• Skilled negotiator, with the ability to positively persuade and influence behaviors.
• Exercise time management of self and team members.

Physical and Sensory Abilities

• Social perceptiveness, being aware of others’ reactions and understanding why they react as they do.
• Occasionally required to travel to local and campus locations.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate orally.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Regularly lift 10 or fewer pounds.

WORKING CONDITIONS Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled setting. It is well lighted, and the noise level is moderate. Working environment may include facilitation of events outdoors occasionally.

Driving Requirements

If the employee is required to travel in performing the duties and responsibilities of the position, the use of one’s personal vehicle (or LU vehicles) may be required for travel. Proof of a valid driver’s license, an acceptable DMV record, LU Driving Approval, and liability insurance is required when driving in the performance of the employee’s position.