What are the responsibilities and job description for the Coordinator, Clerkships position at The Wright Center for Graduate Medical Education?
Description
POSITION SUMMARY
The Clerkship Coordinator provides comprehensive administrative and operational support for all
non-GME learner programs and training environments. This position works closely with program
and clinical leadership, faculty, and educational partners to ensure the smooth coordination of
clerkship experiences. Key responsibilities include managing orientation and onboarding
processes, scheduling rotations, maintaining accurate learner documentation and files, facilitating
communication with partner institutions, and proactively addressing issues to support a high-quality
educational experience for non-GME learners.
REPORTING RELATIONSHIPS
The position reports to the VP, Academic Affairs/ADIO. No staff report to this position.
ESSENTIAL JOB DUTIES AND FUNCTIONS
While living and demonstrating our Core Values, the Clerkships Coordinator will:
- Optimize the learning experience for all non-GME learners (undergraduate medical education, interprofessional, allied health professional, and others) that rotate through or in partnership with The Wright Center
- Lead non-GME learner recruitment, registration, onboarding and orientation
- Ensure centrally maintained and updated non-GME learner portfolios including Employee Health requirements
- Lead all scheduling for all clinical rotations for learning institutions and maintain a central schedule of all learners
- Develop and maintain relationships with schools, colleges, and universities that serve as pipelines for learners of TWC
- Develop and maintain relationships with faculty and preceptors, both internal and external, for the rotations needed for learners across all programs
- Support faculty and preceptors with timely updates, materials, and coordination to optimize the learner experience
- Generate reports for internal and external stakeholders as requested
- Support duties pertaining to non-GME learner academic years and training cycles
- Assist students with learning management systems questions
- Maintain a database for contact information for rotation site personnel/preceptor/faculty and affiliations
- Provide documentation to Finance for learner rotations that are covered by affiliation agreements that include the exchange of resources
- Coordinate post-rotation evaluations and feedback for and from non-GME learners to assess the quality of clinical experiences
- Proctor exams as directed by the relevant leadership
- Support the specific programs the TWC facilitates including, but not limited to, the Central Coast Physician Assistant Program, University of Pittsburgh Dental Assistant Program, Nurse Practitioner Fellowship, Medical Assistance Training Program, etc.
- Schedule and coordinate relevant non-GME learner assigned Faculty Development sessions
- Ensure timely transmittal of non-GME learner program evaluations and relevant surveys as needed
- Maintain various schedules and ensure calendars are up to date and review appointments as needed with program leadership
- Schedule, coordinate, and maintain timeliness of meetings and conference calls
- Ensure all phone calls and emails are answered and/or redirected in a professional manner
- Maintain compliance with the requirements and expectations of our partners
- Assist program specialists with residency/fellow daily tasks, included but not limited to punch tracking, time cards, etc.
- Assist in other areas of the organization as needed
OTHER FUNCTIONS AND RESPONSIBILITIES
- Understand institutional policies and procedures
- Perform other duties as assigned
Requirements
REQUIRED QUALIFICATIONS
- Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
- Buy in and experience working in the EOS® model (strongly preferred)
- Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
- High school diploma or GED required. Bachelor's degree preferred.
- Minimum one (1) year of administrative experience with continually increasing management and leadership responsibilities
- Preferred experience in medical or healthcare education or a related field
- Strong organizational and time management skills
- Self-directed work ethic
- Professional written and verbal communication and interpersonal skills
- Ability to work reliably in a high-volume, high-demand medical educational environment
- Proficiency in Word, Excel, PowerPoint and Gmail with advanced skills in technology application
- Ability to work independently and with a team
- Willingness and ability to work a flexible schedule
- Ability to travel to TWC sites