Medical Education Program Specialist (Clerkship Coordinator)- Psychiatry

Position Summary

The Medical Education Program Specialist (Clerkship Coordinator) anticipates and provides support to the Clerkship Director and faculty. The position requires an in-depth knowledge of the Clerkship policies and procedures as well as the ability to use various systems, discretion, excellent communication skills and good judgement.

Duties & Responsibilities

• Independently coordinates activities of a Clerkship program.
• Acts as liaison between students and the Clerkship Director(s). Implements, incorporates, and schedules the academic curricula chosen by the Clerkship Director(s).
• Utilizes the department faculty to instruct students at conferences. Coordinates the Phase 2 clerkship by preparing the medical student lecture rotation schedule including inpatient team assignments, clinic assignments and other experiences directed by the Clerkship Director.
• Develops, prepares, schedules, and maintains the master Clerkship preceptorships, subspecialties, and Clerkship assignments. Plans, develops, assists, and presents at the Clerkship multi-segment Orientation each rotation.
• Coordinates rooms, food and equipment needs.
• Prepares all printed medical education material utilized during the clerkship.
• Sends, receives, and computes all student individual clinical evaluation forms.
• Follows up with Attendings/Residents for return of completed forms. Computes and compiles all evaluations completed by the students during every clerkship.
• Serves as proctor for the NBME (National Board of Medical Examiners) at the end of each clerkship block.
• Responsible for finding departmental coverage if not able to be present for proctoring.
• Collaborates with Academic Affairs for additional testing occurrences due to a missed exam or a retake.
• Tracks and notifies completion of required assignments and tasks required for grades and successful completion of the clerkship. Coordinates with Simulation Team for simulation events pertinent to the clerkship. This includes telesimulation, SP encounters and OSCEs.
• Continually works on process improvements.
• Serves as an advocate and liaison for student concerns/needs and communicates those issues to the appropriate faculty, administration, and Academic Affairs personnel.
• Maintains compliance with LCME (Liaison Committee on Medical Education) guidelines and other regulatory rules and regulations that govern progression of medical students within clerkships.
• Schedules and ensures every student is scheduled and completes a mid-clerkship feedback session with clerkship director. Computes every students’ clinical grade using a specialized grading instrument and clinical conversion scale.
• Communicates regularly with the registrar for timeliness of grade completion.
• Composes, keyboards, edits, and revises all students, resident, and attending correspondence containing confidential and sensitive information.
• Maintains tracking documentation of student absences.
• Uploads, organizes and maintains course documents on Blackboard for M-3 students.
• Maintains confidential files.
• Arranges meetings and conferences. Schedules appointments.
• Reviews mail, responding independently where appropriate within the scope of responsibility.
• Participates in cross college Educational committees, local committees.
• Utilizes SLACK as a mechanism for cross college and inter- campus communication.
• Calls attention to meetings and deadlines.
• Responsible for appropriate use and documentation of University purchasing credit cards.
• Maintains a comprehensive knowledge of Blackboard, eValue, Google Calendar, Box, Word and Excel.
• Coordinates support for departmental directors serving a primary point of contact.
• Prepares correspondence, coordinates various scheduling and appointment details/logistics for the directors.
• Proofs reports and distributes them upon completion as needed.
• Procures records from various sources ensuring compliance to policy.