Clerkship Program Administrator, UME

Burlington, United States

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Under the guidance of the Executive Director, UMass Chan Lahey Regional Medical Campus, the Clerkship Administrator collaborates with UMass Chan Worcester’s Student Affairs Office, Clerkship Directors and Program Coordinators at Lahey Hospital and its affiliate sites. The primary responsibility of the Clerkship Administrator position is to ensure that UMass Chan Lahey students are enrolled in their clerkship rotations, onboarded, oriented and evaluated while on those rotations. Exemplary research, writing and communication skills, a broad understanding of medical terminology, a strong grasp of academic standards and conventions, an ability to manage multiple projects and deadlines and a keen attention to detail are required, along with a high degree of professionalism including appreciation for confidentiality.

Job Description:

Essential Duties & Responsibilities including but not limited to:

Maintains master scheduling of Lead at Lahey students on clerkship rotations and communicates changes with faculty at Lahey and appropriate UMass Worcester offices.
Ensures all students are appropriately onboarded and access updated in order to be in the clinical learning environment at Lahey and/or its affiliate institutions.
Prepares monthly or quarterly student orientation sessions as required.
Serves as a liaison for Lahey clerkship coordinators and clerkship directors, faculty, students, UMass Worcester and external stakeholders as necessary.
Ensures that Blackboard, Canvas and Oasis platforms are updated and accurate as needed for rotation.
Ensures that faculty receive reminders regarding evaluations and that evaluations are completed in a timely fashion.
Maintains a master list of all clerkship faculty/educators and ensures compliance in areas of faculty appointment and credentials.
Schedules, attends and takes minutes at all institutional clerkship meetings at UMass Chan Lahey and UMass Worcester.
Works closely with administration and leadership to improve overall clerkship structures and respond to feedback at all levels.
Assists and works with team members regarding fourth year elective rotations for Lead @ Lahey students.
Orders, Schedules, coordinates and monitors NBME exams for students in all clerkships.
Develops and updates testing schedules for students.
Maintains up to date knowledge of all institutional and school policies regarding students and faculty.
Provides organizational and administrative support to the UMass Chan Lahey Regional Medical Campus, assisting with special projects as required in coordination with Executive Director; UMass Chan Lahey.
Provides regular reports and updates to senior leadership and key stakeholders on program progress, challenges, revenue and achievements.
May be involved in collecting evaluation data in order to assist faculty in the writing of letters of recommendation
Works with the ECL Program administrator overseeing OSCE scheduling and preparation as needed.
Assists with education projects and curricular initiatives as requested/needed.

Organizational Requirements:

Maintains strict adherence to the LHMC Confidentiality policy.
Incorporates LHMC Standards of Behavior and Guiding Principles into daily activities.
Complies with all LHMC Policies and with behavioral expectations of the department and Lahey Health.
Maintains courteous and effective interactions with colleagues and patients.
Demonstrates an understanding of the job description, performance expectations, competency assessments and a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
Participates in departmental and/or interdepartmental quality improvement activities.
Participates in and successfully completes Mandatory Education.
Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: Bachelor’s degree.

Licensure, Certification & Registration: None.

Experience:

A minimum of 3-5 years of experience working in a medical education or related environment.

Skills, Knowledge & Abilities:

Keen ability to absorb and organize larger quantities of information in order to streamline operations.
Proven outstanding written and communication skills in a project management setting. Experience working with confidential materials and advising faculty members is preferred.
Demonstrated ability to work in a high-volume environment to strike an effective balance in executing high-quality work while consistently meeting time-sensitive deadlines. Willingness and ability to work on special department-level projects that involve contributing editorial expertise. Interest in working as part of a small team within a large and complex department.
Exceptional project management skills, including planning, organization, and execution.
Excellent communication skills, both written and verbal, with the ability to engage and influence diverse stakeholders.
Strong understanding of medical education principles and trends, both locally and internationally.
Ability to work independently and as part of a collaborative team.
Proficiency in Microsoft Office Suite and experience with education management software.