Medical Education Coordinator

Department
 

BSD OBG - Educational Programs

About the Department
 

The Department of Obstetrics and Gynecology has 140 clinical providers, providing care at the main hospital in Hyde Park and seven off site locations. We have more than 68,000 outpatient visits, 28,000 ultrasound visits, 2,800 deliveries, and 3,300 surgeries per year. Teaching, research, and the highest quality clinical care are top priorities for the Department. The residency and fellowship programs are highly ranked and have a history of training leaders in healthcare. The Department also has a significant research enterprise, engaging in population health studies, as well as research conducted in wet laboratories on tumor biology, fibroid research, and hypertensive diseases in pregnancy. Additionally, the Section of Family Planning has established a unique research center, CI3, which focuses on reproductive policy and innovations in sexual and reproductive health. The department was ranked #16 on the 2022-2023 U.S. News & World Report.

Job Summary
 

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit. The Education Coordinator provides advance support in administering the Pritzker School of Medicine (PSOM) Courses in the Department of Obstetrics and Gynecology. This position coordinates all aspects of medical student clinical training in Obstetrics and Gynecology including the third and fourth-year clerkship, electives, and visiting rotation leaders and teaching faculty to ensure the highest level of clinical education is developed, delivered and implemented. This position also provides support to the Education Administrator in the management of the Obstetrics and Gynecology residency program.

Responsibilities

• Functions as the first-contact liaison to students, faculty, residents, community faculty, sites, and school administration for any issues or questions relating to the clerkship (recommendation letters, evaluation forms, grades, etc.) Participates in the clerkship orientation. 

• Registers all fourth-year medical students, interested Maternal-Fetal Medicine, Family Planning, Gynecologic Oncology and Female Pelvic Medicine and Reproductive Surgery courses.

• Performs initial set-up of course rosters upon receiving lottery results and informs each course director.

• Processes visiting students rotating in the department of medicine. Ensures compliance with the curricular goals, policies, and standards of the medicine clerkships, department, and medical school.

• Responsible for student files and the maintenance of confidentiality. Processes requests for student files from faculty.

• Responsible for coordinating MS3 schedules, organizing assignments (i.e., subspecialty rotations, etc.); special sessions (including speakers for the teaching series, etc.), OSCE (UCM and NorthShore) and for producing the third-year orientation manual.

• Arranges teaching schedule according to clerkship and faculty schedules and coordinating student presentation sessions with director and arrange around student schedules.

• Accesses exam reports and distributing results of individual profiles to each student. Manages the evaluation process for third- and fourth-year medical students teaching faculty.  Posts and monitors incoming grades from evaluation forms daily and compile spreadsheet information of students’ grades. Sends reminders to faculty regarding delinquent evaluations.

• Maintains complete and accurate student files. Prepares final rank order in various formats reflecting total year student performance.

• Participates in the grading process and prepare final grades for submission. Assists in recruiting faculty for clerkship teaching as needed. Schedules and coordinates lectures/meetings.

• Orders audio-visual equipment and food for courses and special events. • Prepares and distributes necessary handouts. Manages sub-intern rotation. This includes enrollment, call-room access, conference scheduling, distribution of schedule and meal tickets to incoming sub-interns, evaluation management and generation of grades. • Prepares data analysis reports of exam score history, participates in institutional, departmental, or national meetings as ongoing professional development and to remain informed about current academic trends.

• Determines annual calendar with the UCM and NorthShore directors.

• Prepares monthly photo roster of incoming students. Forwards relevant information to the incoming students (monthly schedule, manual, orientation and exam schedule, etc.).

• Maintains the attendance record and submits final grades (verified by the director) to the Pritzker registrar each month.

• Submits visiting student evaluation forms to the directors and confirms they have been completed each month.

• Requests rotating student access via the online UCM Card Access Portal Smartsheet. Schedules and notifies students via Visiting Student Application Service (VSAS), the online application program, then updates the enrollment spreadsheet accordingly.

• Informs course directors of enrollment requests where applicable.

• Processes visiting students’ institutional forms and forwards to their various institutions. Provides orientation information to incoming students. Schedules and notifies students via Visiting Student Application Service (VSAS) and informs them of acceptance/denial.

• Compiles all application materials and submits to the director for approval.  Applications approved for OBGYN are to be submitted to the course directors afterwards for additional approval.

• Directs and oversees the updating of the Department of OBGYN’s courses throughout the year and ensure accuracy. Serves as liaison for all related courses.

• Responsible for attaining grades and submitting to the OME registrar. 

• Directs students toward appropriate rotations. Provides primary administrative support for other pre-clinical and clinical courses second year medical students.

• Creates and maintains program calendars.

• Participates in the preparation of LCME accreditation materials.

• Process payment for vendors and annual subscriptions as related to student education. Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services.

• Performs other related work as needed in support of the residency program.

• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).

• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.

• Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Preferred Competencies

• Understanding of the management structure of the medical students and ability to maintain effective.

• Relationships with supervisors and coworkers.

• General human resources functions and principles.

• General financial and budgetary processes and principles.

• Principles of record keeping and confidentiality (including HIPAA compliance).

• Exceptional organizational skills.

• Understand and implement institutional policies and procedures.

• Independently prioritize work.

• Effectively use resources.

• Critical thinking and problem-solving skills.

• Strong written and verbal communication skills.

• Adapt and adjust to new or changing situations.

• Exceptional interpersonal and communication skills.

• Maintain confidentiality.

Working Conditions

• Office environment.

Application Documents

• Resume (required)

• Cover Letter (required)

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Healthcare & Medical Services

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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