BASIC FUNCTION
The Clerkship Coordinator is responsible for the day-to-day administrative and operational management of the medical student clerkships within the Department of Internal Medicine, including the required third-year Internal Medicine Clerkship and fourth-year Sub-Internship / advanced clinical rotations. This position serves as a key member of the undergraduate medical education team and supports the Clerkship Director in ensuring an organized, compliant, student-centered educational experience.
SUPERVISORY ACCOUNTABILITY
Reports directly to the Clerkship Director.
May provide operational guidance to student workers and administrative support staff involved in clerkship activities.
NATURE AND SCOPE
The Clerkship Coordinator works closely with faculty, residents, medical students, Faculty Practice, Hospital and affiliate site personnel, curriculum administrators, and institutional leadership to support the successful operation of the clerkship program.
Internal contacts include:
* Clerkship Directors
* Faculty and residents
* Medical students
* Department administrators
* Curriculum and Dean’s Office personnel
* Information technology and educational support staff
External contacts may include:
* Affiliate hospitals and clinical training sites
* Accreditation representatives and surveyors
* Vendors and educational software support personnel
PRINCIPAL ACCOUNTABILITIES
Clerkship Operations and Administration
* Coordinate and manage all administrative aspects of the clerkship program.
* Develop, maintain, adjust and distribute student rotation schedules, call schedules, orientation materials, and clerkship calendars.
* Coordinate student assignments to clinical teams, faculty, and affiliate sites.
* Ensure students receive timely onboarding information, institutional requirements, and site-specific documentation.
* Maintain accurate student records, schedules, and educational documentation.
Student Assessment and Evaluation Management
* Manage evaluation processes within educational management systems (e.G., E*Value or equivalent platforms).
* Assign and monitor student evaluations by faculty and residents.
* Track completion of evaluations and elevate delinquent evaluations as appropriate.
* Assist with collection and tracking of mid-clerkship feedback to ensure compliance with institutional and LCME requirements.
* Coordinate examination administration, proctoring, grading support, and exam security procedures as assigned.
* Generate reports related to student performance, evaluations, grading, attendance, and clerkship metrics.
* Assist clerkship director with final grade compilation and submission deadlines.
Accreditation and Compliance Support
* Assist the Clerkship Director with maintaining compliance with LCME accreditation standards and institutional educational policies.
* Maintain organized records and documentation related to accreditation, curriculum review, required clinical experiences, and student assessments.
* Assist with preparation of reports, surveys, annual reviews, and accreditation materials.
* Monitor student completion of required clerkship activities, logs, assignments, and educational requirements.
Educational Activity Coordination
* Coordinate lectures, conferences, small groups, simulation activities, and other educational sessions.
* Reserve rooms/prepare virtual links, prepare educational materials, and provide logistical support for educational activities.
* Assist faculty with audiovisual and educational technology needs as appropriate.
* Maintain lecture archives and educational materials on Blackboard Learn or LMS.
Communication and Student Support
* Serve as a primary administrative contact for medical students during the clerkship.
* Communicate policies, schedules, deadlines, and expectations to students and faculty.
* Address routine student concerns and escalate issues appropriately to clerkship leadership.
* Maintain professionalism and confidentiality in handling sensitive student and faculty matters.
Administrative and Financial Support
* Assist with departmental administrative processes related to the clerkship program.
* Prepare reports, correspondence, spreadsheets, and presentations.
* Support tracking of program-related expenditures and administrative documentation as assigned.
* Coordinate meetings and maintain meeting materials and records.
Student Recommendation Letters & Residency Application Support
* Coordinate collection of materials for Department Chair letters, Clerkship Director letters, scholarship letters, and specialty-specific evaluations.
* Maintain tracking system for all requested letters.
* ERAS / Residency Application Support.
* Upload and manage letters through Electronic Residency Application Service ERAS.
* Ensure timely submission of:
o Chair letters
o Clerkship Director letters
o Letters of Recommendation
o Department forms
* Coordinate standardized letters such as SLOE (Standardized Letter of Evaluation) when required.
* Confirm deadlines and specialty-specific requirements.
Confidentiality / Professionalism
* Maintain FERPA-compliant handling of student records and confidential recommendation materials.
Additional Responsibilities
* Participate in departmental, institutional, and clerkship coordinator meetings and professional development activities.
* Perform other related duties as assigned in support of undergraduate medical education programs.
CORE COMPETENCIES
* Knowledge of undergraduate medical education operations and accreditation standards preferred.
* Strong organizational and project management skills with attention to detail.
* Ability to prioritize and manage multiple deadlines simultaneously.
* Excellent written and verbal communication skills.
* Strong interpersonal skills and ability to work collaboratively.
* Ability to maintain confidentiality and exercise sound judgment.
* Proficiency with Microsoft Office Suite and educational management systems (e.G., E*Value, LMS platforms, exam software).
* Ability to analyze data and prepare reports.
* Ability to manage multiple deadlines and maintain accuracy in a fast-paced, highly regulated educational environment.
MINIMUM REQUIREMENTS
* High school diploma or GED with a minimum of 5 years of progressively responsible administrative, program coordination, healthcare, higher education, or medical education experience.
* Associate degree with 3 years of relevant experience.
* Bachelor’s degree with 1 year of relevant experience;
experience in academic medicine, healthcare, higher education, or medical education preferred;
strong organizational, communication, and technology skills required;
experience with educational management systems and scheduling software preferred.
Salary Range: $55,000 - $60,000
Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not to be construed as a contract for employment.
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