Clerkship Coordinator, M3

Updated: about 1 month ago
Job Type: FullTime

Title:

1138-NN - Coordinator

Business Title:

Clerkship Coordinator, M3

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor’s Proclamation 21-14.1, as a condition of employment, all WSU employees must be fully vaccinated or have an approved medical/religious accommodation no later than October 18, 2021. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation for new employees will be verified no later than October 18, 2021. If the effective date of appointment is October 18, 2021 or later vaccine or approved accommodation status will be verified prior to first day of employment. Please reach out to Human Resource Services (HRS) at hrs@wsu.edu or 509-335-4521 if you have questions regarding this.

Summary of Duties:

The Clerkship Coordinator serves as the subject matter expert to develop new processes in the design and operation of clinical experiences in the LIC and clinical electives on the clinical campuses. The Clerkship Coordinator works closely with the Clerkship Directors, ESFCOM administration, clinical faculty and affiliated clinical sites to ensure the development, implementation and delivery of the highest level of clinical education for 3rd year medical students. The candidate will work independently, under the direction of the Associate Dean for Clinical Education (ADCE), being responsible to provide direction and guidance to the faculty and staff team to facilitate the achievement ESFCOM curricular goals for the 3rd  year medical students. They will be expected to utilize knowledge, expertise and best practices to implement clinical experience plans that support the ESFCOM’s mission of providing high quality clinical medical education.

60% Clerkship Coordination

  • Working independently, the candidate is the primary administrator managing and coordinating the day-to-day operation of the Longitudinal Integrated Clerkship (LIC).
  • Develops and manages the medical students assigned 3rd year clerkship rotation schedules and clinical site schedules. Independently, resolves scheduling conflicts to ensure each student’s schedule meets his/her clerkship requirements.
  • Assemble and distribute preceptor packets that consist of course syllabi, preceptor guidelines, evaluation tools, and departmental policies and procedures and update as needed.
  • Facilitates the clerkship and clinical site orientations at the beginning of each rotation.
  • Creating and managing relationships with clinic and hospital educational administrative staff required to implement scheduling for the LIC.
  • Serves as primary liaison with associate deans, faculty, students and individuals at other campuses as appropriate for course-related activities.
  • Coordinate the development and delivery of 3rd year medical student events.
  • Creates and manages program timeline including tracking deadlines for program deliverables such as course materials, schedules.
  • Schedules standardized patients with faculty and determines other resources needed for local course delivery.
  • Conduct visits to the program’s experiential sites on a regular, consistent, and systematic basis to ensure the learning environments meet or exceed the “College’s” quality standards.
  • Maintain contact with established sites to enhance working relationships and to facilitate student placement.

15% Data Collection and Reporting

  • Manages and coordinates the collection, tracking, and reporting of evaluations, duty hour logs, patient logs, student absence requests and grades for clerkship programs using the ESFCOM assessment management software.
  • Collection and data entry into ESFCOM software program (E. Flo) for assessment.
  • Collaborate with faculty development and ACDEs to ensure that all faculty have completed the DMECs orientation training.
  • Coordinate site relationships and collaborate with sites to develop a schedule to the desired time allotments per specialty.
  • Coordinate individual student placements and rotation schedules for clerkships and electives.
  • Compile data and recommend necessary clinical placement program changes based on feedback.

15% Program Management

  • Coordinate with the ADCE to ensure that all clerkship and LCME policies, procedures and requirements are followed. Contributes to the preparation of LCME accreditation materials, as needed.
  • Build, implement, and help troubleshoot learner experience schedule.
  • Assure open and effective communication of the schedule to students, host agencies, and preceptors.
  • First point of contact for students, host agencies, and preceptors in managing changes in schedule as well as schedule errors.
  • Organizes internal and external meetings, site visits, and special events related to curricular needs.
  • Participates in new student orientation, student handbook development, and coordinates on-boarding activities such as healthcare system EMR training.
  • Coordinates with program outreach activities including acting as a liaison with community organizations and preceptors.
  • Collaborate with LIC director to audit ACDEs learner experiences (time in each discipline as needed) & track student attendance and participation.
  • Work with the Site Directors/Clinical Portfolio Coaches, ADCEs and LIC-D to schedule and coordinate a targeted remediation plan.
  • Oversee the scheduling and support of weekly didactic learning sessions.

5% Administrative

  • Book speakers and assist in technical support and manage refreshments
  • Schedule and support the Clinical Portfolio Coaches (Site directors) meetings.
  • Support the Evaluation and Assessment Office with delivery of proctored exams, OSCEs, Written Subject Exams, Written Progress tests
  • Ensure compliance with regulatory and institutional policies and alert ADCE of the need for resolution. Assists with preparation of campus-specific data for LCME accreditation.
  • Participate on appropriate committees relevant to the advancement of the program.
  • Provide information, support and problem solving on a wide range of issues for leaders, faculty, staff and learners.
  • Remains current in the requirements and trends in medical education and may participate in development and leadership opportunities within the ESFCOM and with professional organizations when available.
  • Assist the Director of Faculty, Talent, Recognition and Enhancement (FTRE) with developing and implementing appreciation strategies and events for preceptors.

5% Other

  • Perform other related work as required.

Required Qualifications:

A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

  • Bachelor’s degree in health sciences, business administration, public administration, education or other related field.
  • Specialty: Three (3) years of experience coordinating healthcare clerkships, experiential learning, learning systems or other similar activities in a higher education, health care, clinic, hospital, or other related setting.
  • Demonstrated clinical coordination experience.
  • Demonstrated critical thinking and influencing skills.
  • Demonstrated skills using scheduling software tools
  • Demonstrated proficiency with Microsoft Office suite products.
  • Demonstrated experience coordinating and building complex schedules or using scheduling software tools.
  • Demonstrated ability to make independent judgments and solve problems.
  • Demonstrated ability to initiate and complete projects independently and with specific deadlines.
  • Excellent organizational, time management and attention to detail skills
  • Demonstrated experience providing customer service.
  • Excellent written and interpersonal skills.

Preferred Qualifications:

  • Experience in or familiarity with clinical operations/physician offices/hospital administration.
  • Demonstrated experience and training in healthcare delivery (manager, ward clerk, etc.).
  • Demonstrated awareness of and ability to collaborate and integrate with the local host agencies.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Academic and Community Partnership
City, State, Zip: Vancouver, WA 98686
Department Link: https://medicine.wsu.edu/
Monthly Salary: Commensurate upon education and experience
FTE: 100%
Permanent/Temporary/Project: Permanent
Posting Close Date: Applicants must submit their completed application by October 28, 2021at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Cover Letter and Resume

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu .



Title:

1138-NN - Coordinator

Business Title:

Clerkship Coordinator, M3

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

COVID-19 Vaccine Information:

In accordance with Washington State Governor’s Proclamation 21-14.1, as a condition of employment, all WSU employees must be fully vaccinated or have an approved medical/religious accommodation no later than October 18, 2021. People are considered fully vaccinated two weeks after receiving their last shot in a vaccine series. Vaccine or an approved accommodation for new employees will be verified no later than October 18, 2021. If the effective date of appointment is October 18, 2021 or later vaccine or approved accommodation status will be verified prior to first day of employment. Please reach out to Human Resource Services (HRS) at hrs@wsu.edu or 509-335-4521 if you have questions regarding this.

Summary of Duties:

The Clerkship Coordinator serves as the subject matter expert to develop new processes in the design and operation of clinical experiences in the LIC and clinical electives on the clinical campuses. The Clerkship Coordinator works closely with the Clerkship Directors, ESFCOM administration, clinical faculty and affiliated clinical sites to ensure the development, implementation and delivery of the highest level of clinical education for 3rd year medical students. The candidate will work independently, under the direction of the Associate Dean for Clinical Education (ADCE), being responsible to provide direction and guidance to the faculty and staff team to facilitate the achievement ESFCOM curricular goals for the 3rd  year medical students. They will be expected to utilize knowledge, expertise and best practices to implement clinical experience plans that support the ESFCOM’s mission of providing high quality clinical medical education.

60% Clerkship Coordination

  • Working independently, the candidate is the primary administrator managing and coordinating the day-to-day operation of the Longitudinal Integrated Clerkship (LIC).
  • Develops and manages the medical students assigned 3rd year clerkship rotation schedules and clinical site schedules. Independently, resolves scheduling conflicts to ensure each student’s schedule meets his/her clerkship requirements.
  • Assemble and distribute preceptor packets that consist of course syllabi, preceptor guidelines, evaluation tools, and departmental policies and procedures and update as needed.
  • Facilitates the clerkship and clinical site orientations at the beginning of each rotation.
  • Creating and managing relationships with clinic and hospital educational administrative staff required to implement scheduling for the LIC.
  • Serves as primary liaison with associate deans, faculty, students and individuals at other campuses as appropriate for course-related activities.
  • Coordinate the development and delivery of 3rd year medical student events.
  • Creates and manages program timeline including tracking deadlines for program deliverables such as course materials, schedules.
  • Schedules standardized patients with faculty and determines other resources needed for local course delivery.
  • Conduct visits to the program’s experiential sites on a regular, consistent, and systematic basis to ensure the learning environments meet or exceed the “College’s” quality standards.
  • Maintain contact with established sites to enhance working relationships and to facilitate student placement.

15% Data Collection and Reporting

  • Manages and coordinates the collection, tracking, and reporting of evaluations, duty hour logs, patient logs, student absence requests and grades for clerkship programs using the ESFCOM assessment management software.
  • Collection and data entry into ESFCOM software program (E. Flo) for assessment.
  • Collaborate with faculty development and ACDEs to ensure that all faculty have completed the DMECs orientation training.
  • Coordinate site relationships and collaborate with sites to develop a schedule to the desired time allotments per specialty.
  • Coordinate individual student placements and rotation schedules for clerkships and electives.
  • Compile data and recommend necessary clinical placement program changes based on feedback.

15% Program Management

  • Coordinate with the ADCE to ensure that all clerkship and LCME policies, procedures and requirements are followed. Contributes to the preparation of LCME accreditation materials, as needed.
  • Build, implement, and help troubleshoot learner experience schedule.
  • Assure open and effective communication of the schedule to students, host agencies, and preceptors.
  • First point of contact for students, host agencies, and preceptors in managing changes in schedule as well as schedule errors.
  • Organizes internal and external meetings, site visits, and special events related to curricular needs.
  • Participates in new student orientation, student handbook development, and coordinates on-boarding activities such as healthcare system EMR training.
  • Coordinates with program outreach activities including acting as a liaison with community organizations and preceptors.
  • Collaborate with LIC director to audit ACDEs learner experiences (time in each discipline as needed) & track student attendance and participation.
  • Work with the Site Directors/Clinical Portfolio Coaches, ADCEs and LIC-D to schedule and coordinate a targeted remediation plan.
  • Oversee the scheduling and support of weekly didactic learning sessions.

5% Administrative

  • Book speakers and assist in technical support and manage refreshments
  • Schedule and support the Clinical Portfolio Coaches (Site directors) meetings.
  • Support the Evaluation and Assessment Office with delivery of proctored exams, OSCEs, Written Subject Exams, Written Progress tests
  • Ensure compliance with regulatory and institutional policies and alert ADCE of the need for resolution. Assists with preparation of campus-specific data for LCME accreditation.
  • Participate on appropriate committees relevant to the advancement of the program.
  • Provide information, support and problem solving on a wide range of issues for leaders, faculty, staff and learners.
  • Remains current in the requirements and trends in medical education and may participate in development and leadership opportunities within the ESFCOM and with professional organizations when available.
  • Assist the Director of Faculty, Talent, Recognition and Enhancement (FTRE) with developing and implementing appreciation strategies and events for preceptors.

5% Other

  • Perform other related work as required.

Required Qualifications:

A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

  • Bachelor’s degree in health sciences, business administration, public administration, education or other related field.
  • Specialty: Three (3) years of experience coordinating healthcare clerkships, experiential learning, learning systems or other similar activities in a higher education, health care, clinic, hospital, or other related setting.
  • Demonstrated clinical coordination experience.
  • Demonstrated critical thinking and influencing skills.
  • Demonstrated skills using scheduling software tools
  • Demonstrated proficiency with Microsoft Office suite products.
  • Demonstrated experience coordinating and building complex schedules or using scheduling software tools.
  • Demonstrated ability to make independent judgments and solve problems.
  • Demonstrated ability to initiate and complete projects independently and with specific deadlines.
  • Excellent organizational, time management and attention to detail skills
  • Demonstrated experience providing customer service.
  • Excellent written and interpersonal skills.

Preferred Qualifications:

  • Experience in or familiarity with clinical operations/physician offices/hospital administration.
  • Demonstrated experience and training in healthcare delivery (manager, ward clerk, etc.).
  • Demonstrated awareness of and ability to collaborate and integrate with the local host agencies.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Academic and Community Partnership
City, State, Zip: Vancouver, WA 98686
Department Link: https://medicine.wsu.edu/
Monthly Salary: Commensurate upon education and experience
FTE: 100%
Permanent/Temporary/Project: Permanent
Posting Close Date: Applicants must submit their completed application by October 28, 2021at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Required Documents: Cover Letter and Resume

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu .


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