The Clerkship Coordinator must be knowledgeable about the function of a clinical clerkship and other student programs offered by the department and demonstrate the following skills: • Excellent written communication skills. • Time management and organizational skills; must demonstrate the ability to prioritize and accurately complete tasks independently. • Proficient in basic bookkeeping, record maintenance, and report development. • Excellent technical skills (computers and other office machines). • Excellent problem-solving and decision-making skills. • Conflict resolution and negotiating skills. • Professionalism, discretion, and confidentiality. Essential Functions (Duties and Responsibilities)
- Update goals and learning objectives.
- Recommend curricula changes.
- Be aware of LCME requirements and maintain the appropriate databases to fulfill these requirements.
- Assist in the preparation of department sponsored quizzes, develop objective structured clinical examination questions, proctor National Board of Medical Examiners Subject Examination, and prepare schedule for evidence-based learning exercises.
- Assist director in setting grading policies and reinforcing policies with students and administration when issues arise.
- Prepare evaluation summary for each student and participate in final grade process.
- Maintain grading database.
- Notify students and school of medicine of final grades.
- Act as liaison between the director and school.
- Assist in recruiting faculty to teach.
- Advise affiliated faculty and staff on clerkship policy.
- Coordinate agenda, prepare materials and participate in yearly retreats.
- Prepare yearly performance reports, awards and thank you notes for faculty and residents.
- Visit teaching sites.
- Assist director in working with the school to develop online programs.
- Develop and maintain department's student website and online course directory.
- Research and make recommendations for new technologies, e.g., distance learning courseware.
- Use software and web-based tools to manage the clerkship.
- Be aware of students who appear to be experiencing difficulty (poor attitude, lack of commitment, frequent absences) and notify the clerkship director of concerns.
- Have an open-door policy or office hours and be available to meet with students.
- Maintain documentation on student.difficulties and advise site on procedures
- Meet with and advise students who are applying to internal medicine residency programs and coordinate letters of recommendation.
- Prepare department letters of recommendation.
- Oversee or support the internal medicine interest group.
- Maintain the student library in the department of internal medicine.
- Prepare clerkship materials.
- Participate in or conduct the clerkship orientation.
- Administer NBME or other required examinations.
- Participate in the preparation of LCME accreditation materials.
- Plan and attend faculty retreats, faculty development sessions, and other meetings and functions.
- Supervise staff members completing work for the medicine clerkship.
- Provide administrative support for other pre-clinical and clinical courses.
- Understand institutional policies and procedures.
- Assist in manuscript development and grant application.
- Schedule and coordinate meetings and conference calls.
- Other duties as assigned.
Knowledge, Skills and Abilities: - Demonstrates critical thinking skills in identifying and analyzing problems and recommending solutions.
- Excellent written/oral communication.
- Analytical and computer skills.
- Advanced skills in spreadsheets, databases, and scheduling tools.
- Ability to plan, direct and manage work of considerable difficulty.
- Ability to establish and maintain effective working relationships with others.
- Ability to assign, train, supervise, and evaluate staff.
- Ability to express self clearly and concisely, both orally and in writing.
- Ability to operate personal computer, other office equipment, and a variety of audio-visual equipment.
- Effectively communicate verbally and in writing, with a diverse group of people to perform coordination and scheduling duties.
- Ability to coordinate with outside individuals and agencies throughout the year as necessary for events.
- Ability to work comfortably with diverse populations (e.g., lay people, staff, faculty, standardized patients, students, and others).
- Ability to learn new computer programs, including database and payroll applications.
- Ability to assemble and organize presentation of data for analysis by educational leadership.
- Ability to respond calmly and creatively to unexpected scheduling and educational challenges.
- Ability to organize and prioritize workloads to accomplish tasks in a timely manner.
- Ability to work independently and maintain institutional policy and procedures.
- Ability to work closely with the Clerkship Director, The Assistant Dean of Medical Education, and the Director of Medical Education to produce successful learning events.
- Ability to maintain confidentiality of any and all information regarding student test scores, personnel, and/or clinical evaluations.
- Must possess strong interpersonal skills to establish and maintain professional relationships.
- The successful candidate must have a strong user and working knowledge of Word and Excel in order to maintain records.
- Additionally, the Clerkship Coordinator will be required to participate in Medical Education Meetings, Faculty Development, and other school of medicine Medical Education Conferences.
Education and Experience: - Bachelor's degree in business administration or related field required.
- Three or more years of related experience required with proven office administration and customer service skills.
Environmental Conditions and Physical Demands • Occasional: Sitting: Remaining in seated position • Occasional: Standing: Remaining on one's feet without moving. • Occasional: Walking: Moving about on foot. • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another • Occasional: Push/Pull: Exerting force to move objects away from or toward. • Occasional: Bending/Stooping: Trunk bending downward and forward by bending spine at waist requiring full use of lower extremities and back muscles • Occasional: Reaching below shoulders: Extending arms in any direction below shoulders. • Occasional: Handling: Seizing, holding, grasping, turning or otherwise working with hand or hands.