Academic & Clinical Clerkship Coordinator

Full-time, Professional Staff

Job Overview:

The Academic & Clinical Clerkship Coordinator is responsible for the day-to-day administration and coordination of the Medical Student Program across both the Foundational (pre-clerkship) and Clinical (clerkship) phases at the Methodist University Cape Fear Valley Health School of Medicine (MU CFVH SOM). This role supports faculty, students, and clinical partners by ensuring the efficient delivery of educational activities, including scheduling, communication, evaluation management, and program operations.

This position provides shared support to course directors, clerkship directors, faculty, and medical students, and plays a key role in maintaining strong relationships between the medical school and its clinical affiliates.

This is a dual-reporting role:
• Director of Medical Education (Academic/Pre-Clerkship Responsibilities)
• Assistant Dean for Clinical Education (Clerkship Responsibilities)

Effort allocation across academic and clinical responsibilities is flexible and will be determined based on programmatic needs.

Duties/Responsibilities – 30%

• Collaborate with course directors to schedule courses, small groups, and learning activities
• Ensure timely distribution of schedules, materials, and communications to students and faculty
• Coordinate room reservations, technology needs, and provide on-site session support
• Maintain course content and communications within platforms such as Canvas and ExamSoft
• Track and monitor student attendance and participation
• Serve as an exam proctor and assist with assessment administration, including OSCEs
• Coordinate course evaluations and maintain assessment data
• Schedule meetings, prepare agendas, and distribute minutes
• Maintain organized course materials and cloud-based storage systems

Duties/Responsibilities – 30%

• Provide direct administrative support to Clerkship Directors and the Division of Clinical Education
• Coordinate student clerkship schedules, rosters, and clinical site assignments
• Maintain complete and accurate student files, including onboarding and compliance documentation
• Assign, track, and manage student evaluations and grade reporting processes
• Coordinate NBME shelf exams, OSCEs, and teaching conferences
• Conduct administrative orientation sessions for students at the start of each clerkship block
• Maintain and update the senior elective catalog and support fourth-year scheduling
• Serve as a liaison for medical students and troubleshoot issues during clinical rotations
• Facilitate communication between the medical school and clinical sites

Duties/Responsibilities – 20%

• Coordinate with Faculty Affairs to ensure appropriate faculty appointments are in place
• Maintain communication with clinical sites and support site coordination needs
• Track faculty participation, attendance, and required training compliance
• Support onboarding and engagement of teaching faculty and preceptors
• Distribute teaching materials and ensure adequate faculty coverage
• Assist in maintaining affiliation agreements and tracking renewals

Duties/Responsibilities – 15%

• Support accreditation efforts and provide required documentation
• Assist with institutional events including orientation, White Coat Ceremony, Match Day, and graduation
• Track timelines and ensure completion of key deliverables
• Participate in meetings and provide administrative support as needed
• Cross-cover other coordinators within Academic Affairs or Clinical Education

Duties/Responsibilities – 5%

• Perform additional duties as assigned to support the educational mission of MU CFVH SOM

• Bachelor’s degree preferred or equivalent experience
• Experience in medical education, higher education, or program coordination preferred
• Strong organizational and time management skills with ability to manage multiple priorities
• Excellent interpersonal, written, and verbal communication skills
• Proficiency with Microsoft Office and educational platforms (Canvas, One45, ExamSoft, etc.)
• High level of attention to detail and professionalism
• Ability to work independently and collaboratively in a fast-paced environment
• Ability to handle confidential information with discretion

Competencies (Knowledge, Skills, and Abilities):

• Strong organizational and problem-solving skills
• Ability to manage competing priorities and deadlines
• Effective communication across diverse stakeholders
• Proficiency in standard computer applications and willingness to learn new systems
• Ability to maintain composure in a dynamic environment
• Commitment to accuracy, professionalism, and service excellence

H‑1B Sponsorship Information

The University values the contributions of international scholars and supports employment‑based sponsorship where possible. At this time, the University is unable to initiate H‑1B petitions for individuals located outside the United States who would require consular processing.

For candidates already in the U.S., the University may consider the following H‑1B actions:

• Change of Status (COS)
• Change of Employer (COE)

Candidates working in the U.S. on valid OPT may be eligible for H‑1B sponsorship through a Change of Status after review of immigration documentation and qualifications.

All other sponsorship requests are reviewed on a case‑by‑case basis in consultation with immigration counsel.