Phase One Coordinator (Clinical Education Coordinator)

Department Information

IU School of Medicine Evansville is located in the heart of downtown Evansville at the Stone Family Center for Health Sciences, a state-of-the-art facility dedicated to collaborative medical education and clinical research. A 30,000 square foot world-class simulation center includes a large human structures lab, virtual hospital and 12-room virtual clinic. Private and collaborative study spaces plus convenient access to faculty and technology create a balanced work-study environment.

Like the school's other statewide campuses, medical students in Evansville follow the school's statewide core curriculum and have exceptional community participation opportunities through student groups, medical service learning programs, extracurricular activities and a scholarly concentration focus in Quality and Innovation in Healthcare.

Evansville is centrally located between Indianapolis, St. Louis, Louisville and Nashville. With 6 major hospitals serving approximately 2,000 beds, medical students and residents have a large variety of medical training opportunities on one campus at the epicenter of health care delivery in the southwest region of Indiana.

Job Summary

This is a student-focused position, interacting primarily with First Year Medical Student (MS1) and Second Year Medical Student (MS 2) students, coordinating Phase One courses at the Evansville center. The Phase One Coordinator is an essential point of contact for Evansville students, located at the front reception desk.

Department Specific Responsibilities

• Answers student questions regarding daily class calendars/schedules and be willing to help with miscellaneous student requests.
• Aligns the Evansville instructional Foundation of Clinical Practice Course (FCP) schedule with the statewide calendar, incorporating changes when necessary.
• Responsible for scheduling and assigning students to clinical preceptors for required FCP clinic visits.
• Collaborates with Clerkship department to recruit new volunteer faculty as clinical preceptors for FCP when needed.
• Provides administrative support for FCP Course Directors with preparation and distribution of course materials.
• Assists with scheduled student/standardized patient sessions Objective Structured Clinical Examination (OSCE) as well as scheduled Point-of-Care Ultrasound Skills (POCUS) sessions.
• Attends FCP Statewide meetings when needed (via zoom/by video/in-person rarely).
• Works directly with Course Directors, Statewide Course Directors and course management teams.
• Ability to proctor Phase One exams when needed.
• Collaborates with the Understanding Disease of Organ Systems (UDOS) Coordinator to administer campus Google calendar as well as Canvas calendars, understanding course scheduling and facility room use.
• Be knowledgeable of available local and statewide Student Services, directing students to the most applicable staff/faculty when needed.
• Coordinates and maintains student locker assignments (Fall, plus through the academic year).
• Greets students, employees and guests as the first point of contact at the reception desk in the 4th floor Administrative Suite.
• Receives mail/packages, will sort and distribute to employee mailboxes.
• Processes outgoing shipments through IU-approved vendor.
• Assists with student events like the new Student Orientation as well as Transitions 1 and 2.
• Maintains office supplies and kitchenette supplies, notifying appropriate staff when refills are needed.
• Schedules the ad hoc/faculty and staff meetings (in-person and/or zoom), sending out doodle polls for scheduling and selecting most appropriate date/time.
• Maintains and updates agenda.
• Other Duties as assigned.

General Responsibilities

• Provides administrative support to the department, such as managing calendars, answering phone calls, creating routine and confidential correspondence, drafting reports and presentations, and arranging meetings and conferences.
• Schedules rotations and clinic hours for members. May arrange extracurricular activities.
• Counsels current and incoming residents on administrative issues such as scheduling, rotation requirements, benefits, and leave.
• Coordinates activities related to recruitment, including events, screening, interviewing, reference checks, and orientation for candidates.
• Maintains ongoing documentation with respect to accuracy, confidentiality, and accessibility.
• Implements program improvement projects from initiation to execution.
• Offers recommendations to improve program administration and/or the overall quality of care.
• Participates in the planning and development of academic and clinical requirements to ensure that all accreditation standards are maintained.