Administrative Clerkship Coordinator

Overview

The Administrative Clerkship Coordinator is responsible for the day-to-day administrative duties of the Department of Clinical Education and assists with the coordination of clinical clerkships for third- and fourth-year medical students, under the direction of the Assistant Administrative Director of Clinical Education.

Located in Henderson, Nevada, approximately twenty-five minutes from the iconic Las Vegas strip, Touro University Nevada is a non-profit medical, health sciences, and education graduate university focused on positively impacting our community in healthcare and education. Our values surrounding intellectual pursuit and service to humanity are steadfast and are clearly visible in the actions of our students, faculty, staff, and graduates.

Responsibilities

• Administrative support to the department of clinical education
• Assist with the day-to-day operations of the department.
• Assist with calendars, scheduling meetings, including appointments with outside physicians, clinics, or others, booking campus meeting space.
• Order office supplies and maintain office equipment.
• Draft, review, and edit documents, presentations and reports as needed.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist in the planning and execution of departmental projects and initiative including the tracking of the progress.
• Provide support for committees as assigned, including agendas, minutes, and official records.
• Student Information Dissemination/Questions/Challenges
• Respond to all student inquiries regarding badging processes.
• Keeps Clinical Education Leadership (Assistant and Associate Deans) and Assistant Administrative Director for 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.).
• Assist with 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.
• Ensure timely and accurate information in department databases.
• Maintains and updates databases (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.
• Manage student badging process and faculty credentialing/renewals.
• Communicate with preceptors regarding upcoming student clerkships that have been assigned, supplying student contact information and documentation as needed, and completing all onboarding steps as required by the site.
• Credential new preceptors and renew preceptor/site documents ensuring they meet accreditation standards.
• Contributes to team effort by performing other duties as needed/assigned.

Qualifications

Education:

• Bachelor’s Degree or 3-5 years of relevant work experience.
• 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.
• 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.