Electives Coordinator - Carle Illinois College of Medicine

Electives 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.

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Position Summary

The Electives Coordinator is responsible for the coordination of electives, including the implementation, assessment/evaluation, and management of academic, evaluative, and administrative activities to ensure fulfillment of learning objectives and experiences. This position reports to the Director of Electives.

Applicants are encouraged to review the related posting for the Clerkship 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 electives

• Work with college leadership and faculty to develop, implement, evaluate, and manage all academic and administrative elements of electives to ensure fulfillment of learning objectives and experiences.
• Ensure consistent standards and objectives are met and assist students with completion of requirements associated with electives, including procedure lists, case logs, directly observed skills, and competency assessments. Monitor student progress and independently inform students of incomplete competencies or other course requirements.
• Contact faculty after each elective to obtain student assessments and grades, compile grade averages, and forward final evaluations to the Elective Director and the Office of Academic Affairs for review. Advise college faculty and leadership on progress, emergent issues, and suggestions for development of the program.
• Maintain all elective course documents, including confidential faculty files, student assessments 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 elective program.
• Represent the viewpoint of electives at unit, college, campus, 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 Elective Directors, the Director of Electives, or Academic Affairs leadership. Schedule meetings, prepare documentation, and maintain accurate current database files.

Development and implementation of the elective curriculum for the placement of students in elective rotations for all affiliated sites

• Facilitate the elective student orientation and provide administrative information to students.
• Maintain efficient and effective daily management of elective courses and communicate with the Elective Directors, Director of Electives, and Associate Dean for Academic Affairs on pertinent issues, including regular evaluation of the program.
• Oversee and develop student instructional schedules in collaboration with course faculty. Work directly and independently with departmental faculty to schedule medical students during each elective course 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.
• In collaboration with the Elective Director and Director of Educational Assessment, assist in the process for students who need remediation of an elective.
• Serve as liaison between students and Elective Directors at teaching sites.
• Serve as liaison between the electives and the clinical program coordinators at all affiliated sites.
• Coordinate with staff at teaching sites for problem-solving and development of coordinated responses to elective needs and requirements; ensure appropriate faculty at each site are appointed.

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

• Collect and verify clinical student performance assessment forms from preceptors.
• Offer suggestions and implement recommendations from administration and faculty following elective evaluation reviews.

Administrative and budget-related activities on behalf of electives

• Coordinate service tracking processes for all faculty providing educational assistance to the electives to ensure accurate and complete effort data is available for payment.
• Make financial recommendations on matters related to electives, budget, and resource planning, faculty affairs, and personnel management.
• Manage the administration of the Electives Catalog, including an evaluative process to remove or deactivate electives based on availability.

Other

• Attend Elective Subcommittee meetings.
• Assist with the planning and implementation of annual retreats and other major events.
• As needed, act as backup or provide overload support to clerkship staff.
• Perform other duties as assigned.
• Establish and maintain effective working relationships; work cooperially 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, bridging 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: 1035665
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu