Electives Coordinator - Carle Illinois College of Medicine

Duties and Responsibilities

• Academic processes and ongoing educational activities for electives
  • Work with college leadership and faculty to develop, implement, evaluate, and manage all academic and administrative elements of electives to ensure fulfillment of learning objectives and experiences.
  • Ensure consistent standards and objectives are met and assist students with completion of requirements associated with electives, including procedure lists, case logs, directly observed skills, and competency assessments. Monitor student progress and independently inform students of incomplete competencies or other course requirements.
  • Contact faculty after each elective to obtain student assessments and grades, compile grade averages, and forward final evaluations to the Elective Director and the Office of Academic Affairs for review. Advise college faculty and leadership on progress, emergent issues, and suggestions for development of the program.
  • Maintain all elective course documents, including confidential faculty files, student assessments and grades, budget reports, and monthly and annual reports. Collect and analyze data, provide standard and ad hoc reports, evaluate and offer qualitative recommendations in support of the elective program.
  • Represent the viewpoint of electives at unit/college/campus/site meetings, and other meetings, provide information, offer recommendations, and advance the interests of the program.
  • Serve as a resource to faculty and students to interpret educational policies and procedures of the college.
  • Gather information, analyze operational practices/workflow, and offer recommendations to create new systems or revise established procedures.
  • Compose correspondence and reports in response to inquiries, or as requested by Elective Directors, Director of Electives, or Academic Affairs leadership. Schedule meetings, prepare documentation, and maintain accurate current database files.
• Development and implementation of the elective curriculum for the placement of students in elective rotations for all affiliated sites
  • Facilitate the elective student orientation and provide administrative information to students.
  • Maintain efficient and effective daily management of elective courses and communicate with the Elective Directors, Director of Electives, and Associate Dean for Academic Affairs on pertinent issues, including regular evaluation of the program.
  • Oversee and develop student instructional schedules in collaboration with course faculty. Work directly and independently with departmental faculty to schedule medical students during each elective course throughout the academic year.
  • Coordinate curricula and student activities related to faculty and student development for improvement of curriculum delivery. Offer recommendations to faculty and leadership on program design and delivery.
  • In collaboration with the Elective Director and Director of Educational Assessment, assist in the process for students who need remediation of an elective.
  • Serve as liaison between students and Elective Directors at teaching sites.
  • Serve as liaison between the electives and the clinical program coordinators at all affiliated sites.
  • Coordinate with staff at teaching sites for problem-solving and development of coordinated responses to elective needs and requirements; ensure appropriate faculty at each site are appointed.
• Implementation of the learning management and assessment/evaluation systems (Canvas and One45)
  • Collect and verify clinical student performance assessment forms from preceptors
  • Offer suggestions and implement recommendations from administration and faculty following elective evaluation reviews.
• Administrative and budget-related activities on behalf of electives
  • Coordinate service tracking processes for all faculty providing educational assistance to the electives to ensure accurate and complete effort data is available for payment.
  • Make financial recommendations on matters related to electives, budget, and resource planning, faculty affairs, and personnel management.
  • Manage the administration of the Electives Catalog, including an evaluative process to remove or deactivate electives based on availability.
• Other
  • Attend Elective Subcommittee meetings.
  • Assist with the planning and implementation of annual retreats and other major events.
  • As needed, act as backup or for overload, provide direct support to clerkship staff.
  • Perform other duties as assigned.
  • Establish and maintain effective working relationships; work cooperatively and collegially with others in a manner consistent with a workplace of dignity and respect; support and engage in equal employment opportunity principles, rules, and regulations.
    Foster a culture of inclusion by supporting respectful collaboration among individuals with varied perspectives, experiences, and roles within the Carle Illinois College of Medicine
  • Champion positive inter-professional relationships, bridging the college’s private/public organization and missions.