Clinical Education Program Coordinator

Clinical Education Program Coordinator

This position is primarily responsible for activities essential to the clinical education curriculum, including daily operations of the clerkship, planning and organization of each clerkship rotation throughout the academic year, and management of elective offerings. The environment is fast-paced, time-sensitive, and collaborative. The position is integral for the creation of a supportive learning environment needed to deliver a high quality, clinical educational experience that contributes to the medical students' success at achieving the program objectives. The incumbent must cultivate and maintain an understanding of the curricular goals, policies, and standards of the clinical curriculum, department, and medical school.

Minimum Qualifications - Bachelor's degree and three year of related experience, OR an Associate's degree and five years related experience; OR a high school diploma or the equivalent and seven years related experience. Exceptional interpersonal skills and ability to establish and maintain effective working and advising/mentoring relationships. Ability to handle confidential and/or sensitive information. Excellent organizational skills and ability to plan, coordinate, and prioritize work. Ability to make decisions and to work under pressure with changing schedules. Commitment to diversity and to serving the needs of a diverse community. Good verbal and written communication skills. Knowledge of a variety of computer applications and ability to learn new applications. Ability to work independently and apply sound judgment. Ability to maintain workflow with changing priorities, frequent interruptions, and stressful situations while working with a positive attitude.

Preferred Qualifications - Experience in medical education.

Essential Functions and percent of time: Clerkship Support 40% Provides primary support for the clerkship director in matters relating to the clinical curriculum, and functions as their representative when needed. Functions as liaison to students, faculty, residents, community faculty, site administrators, and school administration for a wide array of questions and tasks. Provides comprehensive information to physicians regarding student assignments and rotation. Manages daily operations of the clerkship, organizing and prioritizing necessary tasks, initiating changes, and resolving issues as they arise. Manages logistical aspects of simultaneous clinical rotations to include communications, availability of materials, securing classroom space, building didactic schedules, and proctoring sessions. Advises, counsels, assists students in selecting, securing, and completing rotations. Notifies students of rotations and provides them with all information necessary to commence and complete the rotation. Processes exams and prepares paperwork for grading, maintains course filing system. Compiles all student training verification request forms for program director's approval and assists in letters of recommendations for current and past trainees. Participates in preceptor recruitment, retention, and relationship management with sites. Coordinates and/or participates in annual visits to community preceptor sites, including preparation of annual student feedback reports for preceptors. Works closely with sites and their coordinators on changes to rotations and preceptors. Facilitates issue resolution via independent action, engaging course directors as appropriate. Clinical education curriculum 30% Develops and maintains thorough knowledge of the UME calendar and course offerings, including the key responsibilities of other BSOM offices. Maintains working knowledge of current presentation software and conferencing technology to support in-person and distance learning. Builds course materials for electronic distribution. Builds, manages, maintains course and community sites within the learning management system (LMS) platform to organize the course, communicate with students, and post course materials. Supports clerkship director in implementing changes in curriculum. Represents department at relevant meetings such as Doctoring Committee, Coordinator meetings. Data and Reporting 15% Manages the student evaluation process, including monitoring evaluations, reporting, assisting in submission of final grades. Notifies course director of performance issues or discrepancies. Ensures compliance with LCME requirements, i.e. mid-rotation feedback, patient loggers, observed H&P, duty hours, and completion of graded and required activities. Prepares for accreditation, reviews, and site visits. Compiles and submits reports to required committees, boards, and organizations. Provides prompt feedback to administration in reporting problems and successes at rotation sites based on student feedback and scheduling. Manages information across various software platforms including maintaining student enrollments, appropriate user access, and providing technical assistance to faculty and students. Prepares clerkship bi-annual reports and other reports related to the clinical curriculum. Assesses and proposes ongoing process improvements based on student feedback or other evidence.

Essential Functions and percent of time (cont'd): Student Support 10% Manages student absence requests. Manages the Visiting Student Learning Opportunities (VSLO) application process, including enrollment tracking, approving applications, scheduling visiting students for clinical electives. Supports and engages departmental Medical Student Interest Group. Supports and tracks student shadowing experiences, research/scholarly projects and related activities. Filters and answers inquiries from present and past trainees. Administrative Duties 5% May provide clerical support and/or general clerical tasks. Prepares and initiates routine and non-routine correspondence, memoranda, and reports. Coordinates travel arrangements, lodging, food services, processes travel vouchers, schedules meetings, appointments, and coordinates luncheons. Manages budget accounts for program, submits requests for business-related purchases, reconciles ledgers/statements, and expenditures of money. Addresses problems involving policy interpretation related to interoffice procedure and student concerns. Maintains accurate and organized rotation records for students, preceptors, and rotation sites in a confidential manner, ensuring that ethical and legal guidelines are maintained. Other duties as assigned.

Non-Essential Functions and percent of time:

Working Conditions - Position may occasionally require attendance at events outside normal working hours and occasional travel to off-site locations. To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.