Administrative Coordinator, Medical Education

Position Summary

Provides coordination of clerkship programs under the leadership of the Education Directors (ED) and the Manager, Medical Education. Supports the Education Directors, faculty and students to assure that all programs and processes are managed and coordinated properly. Provides clerkship-specific recommendations to the Education Directors and Manager, Medical Education. Provides liaison assistance to students, site directors and student coordinators at affiliate hospitals and multiple off-site clinic preceptors.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes an 8% employer contribution after two years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff members are eligible for three weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays. That is a minimum of 30 paid days off each year!

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA. 

Today, the university’s 6 colleges continue Dr Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.  

Essential Duties & Responsibilities

• Provides coordination of all assigned clerkship programs. Assures clerkship programs run smoothly and effectively. Proactively anticipates issues before they occur and independently resolves them to a successful conclusion.
• Demonstrates positive interactions with department staff, EDs, administrators, faculty, site directors, preceptors and their office staff, students, and other institutional staff in achieving the departmental and institutional goals and objectives for the undergraduate medical education programs.
• Provides clerkship-specific recommendations to the EDs, and ACME Manger on complex and dynamic issues and utilizes expertise for problem resolution.
• Acts as a liaison between clinical sites and CMS.
• Effectively assures that all medical students are assigned to hospitals/clinics in a timely manner.
• Monitors changes to preceptors’ schedules and tracks students’ schedules.
• Manages student documentation and site requirements on an on-going basis.
• Effectively prepares and disseminates grades to/for students who have met all the criteria for completing each clerkship/course.
• Creates and manages content for learning management platforms (D2L Brightspace, One45, Ellucian Self Service, Aquifer, Exam Soft, etc).
• Orders, administers and manages all relevant clerkship assessments including proctoring examinations.
• Maintains an organized and efficient filing system ensuring pertinent information is readily available for the EDs, and/or Manager, Medical Education.
• Creates and maintains a list of essential job tasks and methodology including necessary contacts and resources.
• Coordinates meeting rooms and makes arrangements for audio-visual equipment for meetings, classes and events as required.
• If needed, prepares sign-in sheets to document student attendance.
• Maintains documentation for validation of CME credit for all preceptors.
• Upholds the University guidelines on confidentiality, including student confidentiality, sharing information only with individuals who have a legitimate need to know.
• Responds and resolves all e-mail, telephone and walk-in inquiries regarding student issues using outstanding customer service skills.
• Proactively assists co-workers, faculty and supervisor in times of increased workload.
• Assists with special projects as assigned by EDs and/or Manager, Medical Education.
• Performs other duties as assigned by the EDs and/or Manager, Medical Education.

Conditions of Employment

• Must achieve satisfactory results from a background check
• Compliance with the current COVID19 vaccination policy

Required Education & Experience

• HS diploma or GED required.
• Evidence of work experience in a medical or higher education setting, health care administration or equivalent.

Required Knowledge, Skills, & Abilities

• Computer literate; proficiency in MS-Word, Excel, PowerPoint,  
• Excellent verbal, written and interpersonal communication skills.
• Strong customer service mindset.
• Ability to work/interact with diverse populations showing respect and sensitivity for cultural differences.
• Ability to exercise independent judgment and initiative, determine priorities, handle detailed tasks with accuracy, handle multiple projects simultaneously, meet strict deadlines and follow through on all assignments.
• Ability to work independently and as a team member.
• Commitment to confidentiality; ability to work with sensitive information, records and reports.
• Demonstrates the essential components of teamwork and team participation

Preferred Qualifications

• Bachelor’s degree preferred or experience or skills commensurate with a bachelor’s degree.
• Knowledge and experience in medical education student processes and principles, program design(s) preferred.
• Adobe Acrobat Professional and other database management applications.

Typical Physical Demands & Working Conditions

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

EOE, Including Disability / Vets