Program Coordinator - School of Medicine: Education & Residency Programs

Discover Your Career at Emory University Emory University is a leading research university that fosters excellence and attracts world‑class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community. Description The Critical Care Clerkship Program Coordinator provides comprehensive administrative and operational support for the undergraduate medical education (UME) Critical Care clerkship. This role ensures effective planning, delivery, and continuous improvement of clinical education experiences for medical students across intensive care unit (ICU) settings. The coordinator serves as a central liaison among faculty, students, hospital partners, and academic leadership to maintain compliance with accreditation standards and institutional policies, while enhancing the overall learner experience. May require flexible hours to accommodate student orientations, evaluations, and academic deadlines. The Program Coordinator duties are organizing, coordinating, and planning operational facets of a program and its related activities which include, but are not limited to the following: establishing long‑term operational objectives, researching factors that may impact the success of the program, and working with individuals or groups to research and document program requirements in order to provide appropriate input into the development of strategic plans.

KEY RESPONSIBILITIES:

Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement. Conducts research and gathers information to develop various publications. Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program. Assists in developing and coordinating program‑related conferences, conventions, or meetings. Monitors expenditures and may participate in the budget planning process and prepare financial reports. May assist in identifying funding resources and developing fund‑raising strategies and initiatives. Prepares operational and statistical reports. Conducts training, represents the program at meetings and conferences, and networks with affiliated groups. May supervise assigned project staff, interns and/or volunteers. Performs related responsibilities as required.

ADDITIONAL RESPONSIBILITIES:

Clerkship Administration & Operations Maintain and continuously update clerkship syllabi for all assigned rotations, ensuring alignment between official course documentation and Canvas content. Update course catalog descriptions annually (and as needed), including rotation objectives, learning activities, availability, and contact information. Coordinate all aspects of student scheduling, including entry of rotation and site assignments into OASIS. Manage site assignment workflows, including student surveys, assignment notifications, and coordination of changes or reassignments. Serve as the primary point of contact for students during rotations, acting as a liaison between learners and the course director to resolve issues and support the learner’s experience. Coordinate clerkship logistics, including reserving rooms through 25Live and submitting requests for simulation lab space (SIM Lab). Ensure appropriate onboarding and credentialing for all medical students across multiple clinical sites, including badge access and site‑specific requirements. Monitor student attendance, punctuality, and professionalism; document concerns and collaborate with the course director to elevate issues to the OMESA Dean’s Office when appropriate. Ensure compliance with all Emory School of Medicine and OMESA policies and procedures. Evaluation, Grading & Data Management Administer evaluation processes within OASIS, including setup, distribution, tracking, and release of student, attending, and resident evaluations. Review clinical assessments and ensure accurate and timely grade entry into OASIS within 30 days of course completion (grade timeliness standard). Track student performance data across OASIS and Canvas, including supplemental program components. Maintain strict confidentiality of student academic records and prevent conflicts of interest in evaluation and grading processes. Manage clerkship data and generate reports as needed to support program evaluation and continuous improvement. Learning Management Systems & Educational Technology Maintain and update the Canvas course site, including syllabi, schedules, assignments, announcements, and learning materials. Track student participation and grading components within Canvas, ensuring consistency with official records. Maintain and update announcements and course communications within Canvas. Manage and align clerkship calendars across platforms (Canvas, Outlook, OASIS), including didactic sessions and administrative deadlines. Program Coordination & Academic Support Coordinate all didactic sessions, simulation activities, and examinations. Provide in‑person support for key program activities, including orientations, exams (including make‑ups), and simulation‑based education sessions as required. Maintain clerkship calendars, including scheduling lectures, tracking deadlines, and distributing calendar invitations to faculty and learners. Manage course rosters and event scheduling within OASIS, including student placement into site‑specific courses (e.g., 910S). Support course directors and faculty in delivering high‑quality educational programming. Specialized Program Responsibilities Coordinate Virtual Critical Care Rounds (VCCR) by enrolling students, tracking module completion, and monitoring final exam completion. Track VCCR performance and integrate completion data into student grading workflows. Oversee the Visiting Student Learning Opportunities (VSLO/VSAS) process, including application management, selection, and onboarding of visiting students. Site & Stakeholder Communication Coordinate communication with clinical sites, including dissemination of student assignments and rotation schedules to units and faculty. Serve as a key liaison between students, faculty, clinical partners, and administrative offices to ensure smooth program operations. Ensure clear, timely, and professional communication across all stakeholders. Core Competencies Attention to Detail: Ability to manage complex scheduling and administrative processes with accuracy. Collaboration: Works effectively with faculty, students, and multidisciplinary teams. Adaptability: Thrives in a dynamic clinical and academic environment. Problem‑Solving: Proactively addresses logistical and operational challenges. Customer Service Orientation: Provides responsive and student‑centered support.

MINIMUM QUALIFICATIONS:

Bachelor’s degree in a field related to the program. Two years of related experience, or an equivalent combination of education, training and experience.

PREFFERED QUALIFICATIONS:

Experience working within a medical school, teaching hospital, or clinical education environment. Familiarity with LCME accreditation standards and undergraduate medical education (UME). Experience with systems such as OASIS, Canvas, 25Live, and VSLO/VSAS. Ability to analyze data and produce reports for program evaluation. NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee. Additional Details Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran’s Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: View phone number on click.appcast.io (V) | View phone number on click.appcast.io (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at View email address on click.appcast.io or call View phone number on click.appcast.io (Voice) | View phone number on click.appcast.io (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination. #J-18808-Ljbffr Emory University