Administrative Clerkship Coordinator

Job Title

Under the direction of the Department Program Director, Clerkship Director and CME Manager, this position is primarily charged with coordinating rotating medical students and to a lesser extent, supports the resident physicians. It also supports faculty physicians, requiring initiative and independent judgment. The incumbent works independently and has contact with high level administrative personnel.

Schedule

This is a full-time position, Monday through Friday. Flexibility of hours and/or days may be needed, determined by business need.

Work Environment

Normal office environment. Noise level moderate to low.

Qualifications

Preferred/Required Education

• High School Diploma or equivalent required
• Bachelor's degree or equivalent combination of training, education and experience preferred

Preferred/Required Experience

• Minimum of two years as an administrator in an office setting required
• Two years' experience in an administrative support role in a medical/graduate medical education setting preferred

Essential Functions

The details listed below are intended to outline the general nature and level of work for an individual in this role and are not intended to be interpreted as an all-inclusive list of responsibilities and duties.

• Executes a variety of administrative functions relative to the application request and check-in processes of visiting learners including: medical students, shadowers, observing physicians and/or rotating residents. This involves confidential and sensitive school transcripts, medical histories and malpractice issues.
• Maintains applications/evaluations/grades in confidential files. Compiles student packets and orients students on the first day of the rotation. Assists in the development of student schedules. Assembles student rotation evaluations at the end of the student rotations and prepares final evaluation for preceptor or designee.
• Collects and prepares student, shadower, observer and/or rotating resident rotation requests in a timely manner for the monthly meeting of the GMEC to review and approve. Builds and maintains relationships that benefit Valleywise Health with coordinators from Medical Schools.
• Answers students' questions and/or defer to the appropriate department.
• Provides support to department residency coordinator with accomplishing the required tasks of the residency program.
• Maintains and updates databases including VSAS, E*Value, and New Innovations.
• Coordinates educational conferences for the residency program including, but not limited to, coordinating speakers, reserving space, ordering food, setting up computer and projector, and monitoring attendance. Preparing and compiling necessary materials. Maintaining and updating monthly department conference schedule.
• Provide additional support to the department(s), to include answering phones, copy, file, fax, distribute mail, order food, and reserve rooms on meeting room manager.
• Cross train on other department administrative coordinator functions.

• Other duties as assigned.

Role-Specific Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills
• High level of time and project management skills
• Ability to work independently but also take direction well.
• Excellent attention to detail.
• Skilled problem solver and critical thinker.
• Maintain an active Fingerprint Clearance Card through Department of Public Safety.
• Maintain a valid Driver's License and motor vehicle record in good standing.
• Maintain vehicle insurance coverage in accordance with the state minimum required limits.
• Exhibit computer proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook).