Clerkship Coordinator - Psychiatry

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.At Howard University, we prioritize well-being and professional growth.Here is what we offer:Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health supportWork-Life Balance: PTO, paid holidays, flexible work arrangementsFinancial Wellness: Competitive salary, 403(b) with company matchProfessional Development: Ongoing training, tuition reimbursement, and career advancement pathsAdditional Perks: Wellness programs, commuter benefits, and a vibrant company cultureJoin Howard University and thrive with us! FUNCTION:The Clerkship Coordinator is responsible for the day-to-day administrative and operational management of the medical student clerkship within the Department of Psychiatry. 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.The Clerkship Coordinator manages scheduling, evaluations, educational activities, accreditation-related documentation, student communications, and clerkship operations across clinical training sites. The position requires a high degree of independence, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic clinical environment.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 DirectorsFaculty and residentsMedical studentsDepartment administratorsCurriculum and Dean’s Office personnelInformation technology and educational support staffExternal contacts may include:Affiliate hospitals and clinical training sitesAccreditation representatives and surveyorsVendors and educational software support personnelPRINCIPAL ACCOUNTABILITIES:Clerkship Operations and AdministrationCoordinate 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 ManagementManage 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 escalate 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 SupportAssist 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 CoordinationCoordinate 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 SupportServe 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 SupportAssist 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 SupportCoordinate 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:Chair lettersClerkship Director lettersLetters of RecommendationDepartment formsCoordinate standardized letters such as SLOE (Standardized Letter of Evaluation) when required.Confirm deadlines and specialty-specific requirements.Confidentiality / ProfessionalismMaintain FERPA-compliant handling of student records and confidential recommendation materials.Additional ResponsibilitiesParticipate 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 required.Minimum of 5 years of progressively responsible administrative, program coordination, healthcare, higher education, or medical education experience required.ORAssociate degree and 3 years of relevant experience.ORBachelor’s degree and 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 - $60,000Note: 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 be construed as a contract for employment.Compliance Salary Range Disclosure #J-18808-Ljbffr Hastings Center, Inc.