Clinical Clerkship Coordinator

Overview

The Clinical Clerkship Coordinator is responsible for the oversight and administration of clinical clerkships, for third- and fourth-year medical students, under the direction of the Assistant Administrative Director for Clinical Education, including a wide range of related administrative duties.

Responsibilities

Main Accountability Student Information Dissemination/Questions/Problems.

Handle general questions from students via phone, fax, email, and walk-in.

Accept students’ completed request forms for time off, schedule changes, and away Clerkships submitted by e-mail, fax, and dropped off in the department; deliver requests to appropriate Clerkship Coordinator.  

Keeps Leadership of Clinical Education apprised of student scheduling (producing reports, sharing student performance outcomes, identifying gaps in student schedules, advising of potential inadequacies in clerkship availability, etc.).

Scheduling of Clinical Clerkships.

Assign third- and fourth-year students to monthly clinical clerkships.

Communicate with clinical faculty and students as needed to ensure availability of clerkships.

Coordinate local and away clerkships between Clinical Coordinators.

Manage and communicate the hospital badging process effectively to both students and hospital/site coordinators.

Ensures timely and accurate information in department databases.

Maintains and updates databases [faculty tracking database, T-Res database, student assessment database] (processing updates, making corrections and/or additions to the database, archiving data timely, contributing to quality control activities, adhering to established protocols, etc.).

Serves as liaison with IT in the development and/or expansion of databases for the department (participating in the development as needed for department functions, defining data fields and queries, designing reports, etc.).

Develops databases as needed for the department. 

Assist with monthly exam administration.

Proctor exam as assigned.

Assist with student badging and faculty credentialing

Communicate with preceptors regarding upcoming student clerkships that have been assigned, supplying student contact information and documentation as needed.

Communicate with hospital sites regarding upcoming student clerkships that have been assigned. This includes completing any and all onboarding steps as required by the site.

Assist with credentialing new preceptors as well as renewals, ensuring they meet accreditation standards.           

Contributes to team effort by performing other duties as needed/assigned.

Qualifications

Education:                

• Bachelor’s Degree required.
• Advanced courses in computer applications preferred.    
• Equivalent experience may substitute for education.

Experience:              

• Two years administrative/coordination related experience.
• Three years of access database experience.
• One year experience supporting multiple individuals.
• Two years’ experience in higher education administration preferred.

Skills & Abilities:      

• Excellent communication skills.
• Must demonstrate high level of skills in email communications, and grading software.
• Proficient in Microsoft applications, including Excel, Word, and PowerPoint. Working knowledge and/or familiarity with Adobe Professional, Photoshop, Paint and Photo Editor, a plus. 
• Access and question software (e.g., ExamSoft) databases also desired. Must have the ability to learn new software such as eMedley, Clinician Nexus, My Clinical Exchange, and Canvas.
• Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment.
• Effective use of diplomacy and tact essential.
• Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.
• Requires the ability to set priorities, meet deadlines, and perform assignments accurately.
• Must have strong grammar and punctuation skills.
• Must have strong organization skills, be flexible and able to adapt to changed priorities and effectively handle frequent interruptions.
• Must be able to effectively handle multiple projects and tasks simultaneously.
• Must be able to lift 40 lbs.
• Must be flexible to work early or late or on weekends for certain tasks. Demonstrated ability to work in a team environment yet work well independently. 
• Must have excellent telephone etiquette.