COORDINATOR / CLERKSHIP / COLLEGE OF MEDICINE

Position Number:

S-3870

Position Summary:

Responsible for educational program planning including coordinating medical student activities for Year 3 and 4 students at the Covenant HealthCare College of Medicine at Central Michigan University, including two core clerkships and multiple elective rotations across distributed clinical network and elective rotations across a variety of specialties at several medical sites. Plans and coordinates the routine and ad hoc functions to the clerkship curriculum, including didactics, clinical schedules, faculty recruitment and assignments, student orientations and assessment. With the clerkship director, the coordinator serves as primary point of contact for rotating students, as well as clerkship faculty. This position requires a high degree of professionalism, responsiveness, and attention to detail, as well as the ability to handle/process confidential matters appropriately. In addition, the incumbent will have a proven ability to be task and results oriented in handling multiple priorities and be flexible in an evolving work environment and open to collaboration.

Required Qualifications:

• Associates degree or two years of equivalent administrative experience.
• Demonstrated ability to be professional, detail oriented, and highly organized.
• Demonstrated time management skills with the ability to prioritize and complete tasks accurately and on time.
• Ability to appropriately handle sensitive, confidential information.
• Exceptionally well-developed interpersonal skills with the ability to interact effectively with all levels of personnel within and beyond the Covenant HealthCare College of Medicine.
• Conflict resolution and negotiating skills.
• Ability to cope with stress effectively.
• Demonstrated ability to be self-directed and self-motivated.
• Excellent written and verbal communication skills.
• Demonstrated problem solving, critical thinking, and decision-making skills.
• Demonstrated ability to be team-and goal-oriented.
• Ability to work effectively and steadily under pressure in a deadline driven environment.
• Computer and software literacy, especially Microsoft Suite.
• Proficient in the operation of office equipment.

Preferred Qualifications:

• Bachelors Degree.
• Three years of experience in a medical education setting.
• Familiarity with the medical or education process.

Duties & Responsibilities:

Curriculum/Clerkship Administration:

• Works with the clerkship director to design, develop, and revise student and faculty orientation materials, clerkship syllabi, and clerkship manuals.
• Oversees and coordinates orientation sessions for each block of medical students.
• Collaborates with the clerkship director to develop and design clinical and didactic schedules for assigned clerkship and elective rotations.
• Ensures faculty, residents, and medical students have the appropriate materials, resources, and information to participate efficiently and effectively in the medical student program.
• Oversees student clinical activities in adherence to the duty hours policy throughout each rotation.
• Coordinates medical student education sessions, including faculty support and the set up of video conferencing equipment.
• Serves as liaison between respective clerkship participants and individuals within CMU, CMEP, and other educational partners.
• Understands the curricular goals, objectives and policies of the assigned clerkship, department, and medical school.
• Distributes, collects, and tabulates all student assessment forms and compiles and generates feedback for appropriate follow-up and reporting.
• Assists in faculty recruitment, including the faculty appointment process.
• Proctors and provides software support for student examinations.
• Manages educational data: disseminates student and course evaluations, collects, organizes, and compiles data from all faculty and resident evaluation forms, and calculates final grades utilizing the Covenant HealthCare College of Medicine rotation management system software. This includes reporting evaluation completion metrics on the team dashboard.
• Obtains, prepares, and records data for annual review of clerkship programs.
• Assists the clerkship director in preparing and submitting the annual clerkship review.
• Monitors student encounter and procedure log reports throughout each rotation and escalates issues to the clerkship director.
• Remains current and knowledgeable with all Covenant Healthcare College of Medicine Policies.
• Maintains familiarity with the Liaison Committee for Medical Education (LCME) requirements and clerkship specific national organizations.

Elective Administration:

• Manages and oversees visiting medical student applications for the clerkship for the benefit of the residency programs.
• Manages the AAMC VSLO software to screen, communicate, and send offers to candidates.
• Manages enrollment in elective specialty and subspecialty rotations, including distribution of goals and objectives to the preceptors and students, along with administration of arrangements and requirements necessary for outside rotations.
• Responds to inquiries regarding elective placements, capacity, and availability.
• Assists in elective faculty recruitment, identification of potential new electives, and faculty appointment processes.

Administrative:

• Maintains schedules/appointment calendars as necessary.
• Completes, general clerical work; word processing, copying, typing, filing, and record keeping.
• Arranges for student EMR training and access.
• Collaborates with distributed campus/site administrative coordinators regarding scheduling, policy advising, and assessment/evaluation processes.
• Schedules and coordinates faculty and student involvement in Student Interest Groups (SIGs).
• Functions as the first contact liaison for all questions regarding the assigned clerkships/electives from students, faculty, residents, administrators, and other key stakeholders at all campuses and clinical affiliate sites.
• Collects and analyzes student data; reviews and edits letters of recommendation/standardized letters of evaluation for final submission to AAMC as requested by students from faculty aligned to the assigned clerkship.

Professional communication:

• Participates in required meetings as needed and maintains meeting minutes.
• Advises college faculty and leadership on progress, emergent issues, and suggestions for development of the program.
• Maintains confidential student files.

Performs all other duties as assigned.

Supervision Exercised:

None.