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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.).
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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.
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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.
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Assist with monthly exam administration.
- Proctor exam as assigned.
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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.
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.
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