Job Title: Clerkship Coordinator Pediatrics
Full/Part: Active Regular FT (72 to 80 hours per pay period)
Job Number: 2018-1523
USH UNIVERSITY MEDICAL CENTER
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We are seeking an experienced and highly motivated,well organized and detail-orientedPediatrics Clerkship Coordinator for our Patient Access Department.
General Summary :
The Clerkship Coordinator is responsible for working with the clerkship faculty to ensure that the pediatric core clerkship meets the requirements of Rush Medical College, as well as regulatory agencies and accrediting bodies. The coordinator manages the implementation of medical student activities for the Department of Pediatrics at both Rush University Medical Center and Stroger Hospital of Cook County. The coordinator exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures. In addition to his/her primary responsibility as Core Clerkship Coordinator, this position also currently includes the related positions of Pediatric Sub-internship Coordinator. The coordinator should be able to prepare course schedules and instructional materials in hard copy, PowerPoint, other Microsoft applications, Blackboard (an electronic informational platform), and Oasis (an electronic evaluation platform). This person should possess excellent interpersonal skills with the ability to maintain discreteness and diplomatically handle problems. The Clerkship Coordinator will interact with medical students, residents, and faculty. This person should also be able to work independently but know when to seek direction from supervisors.
Ensure that faculty and residents have the appropriate materials, resources and information to efficiently and effectively participate in the medical student program.
Access, print, and share Faculty Performance Evaluations with the Department’s Medical Education faculty (Associate Chair for Education, Clerkship Director) on an annual basis to facilitate process of providing feedback to faculty on their performance as teachers
Maintain Course Materials
Maintain and regularly update the clerkship’s RUBlackboard website.
Maintain and regularly update the clerkship’s print materials and handbooks, including but not limited to the Student Clerkship Handbook and Physician Supervisors’ Handbook
Monitor student compliance with patient logging requirements in the current RMC electronic system (now OASIS), notify students at biweekly intervals of progress, print reports and notify CD of student progress in completing required patient encounters
Manage Course Activities for the Core Clerkship
Implement and coordinate all Core Clerkship rotations including various activities within each rotation:
Ward team assignments and Off Hours Call Schedule
Community ambulatory preceptor assignments
Pediatric subspecialty clinic assignments
Student schedules in GCN (Rush and Stroger) and Emergency Department (Rush and Stroger)
Wednesday lecture series
Student oral presentations (Evidence Based Practice)
COMSEP Practice Exam
Coordinate lecture schedules, materials, and room assignments for the academic year.
Reserve audio/visual equipment in preparation for Wednesday lecture series, pick up A/V equipment from Media Services, and return equipment
Proctor the “Mini-Board” examinations as required by the National Board of Examiner guidelines at the end of each clerkship
Revise students’ schedules throughout the course of the clerkship.
Create student “face sheets” for the director and other faculty
Distribute students’ schedules to the designated faculty and residents in ER, GCN, Acute Care clinic, PICU, community and subspecialty preceptors and the Stroger site director.
Update and produce the student Orientation packet
Distribute, collect and monitor the completion of student forms
Schedule and monitor mid-rotation feedback meetings with the clerkship director(s)
Participate in Pediatric Clerkship Committee meetings
Participate in scheduled site visits to Stroger Hospital
Meet on a regular basis with the other RMC Core Clerkship Coordinators to address common needs and share best practices
Manage Process of Evaluation and Grading of Students
Oversee the distribution and collection of medical student evaluations for both Rush and Stroger sites (which includes gathering outstanding evaluations).
Compile and prepare student evaluations for final grading process
Prepare student grade forms, including contribution of the various components, and document completion of the various clerkship requirements (feedback cards, H & Ps, duty hours log, patient encounter logs, observed physical exams)
Type final Clerkship Director’s Grade Report for each student
Manage Ambulatory Sites
Maintain and update the list of community ambulatory sites and preceptors.
Provide documentation of preceptor activities to each community preceptor.
Provide community preceptors with student evaluations
Perform Support Functions for the Clerkship Director(s)
Manage the day-to-day operations of the student clerkship office (student messages, requests, appointments)
Maintain student files.
Process mail received for the student program.
Set up and maintain various electronic data systems for the clerkship
Assist with special projects by request of the clerkship director.
Order office supplies.
Organize the office’s storage room.
Assist Clerkship Director in the organization of Chair Letters
Pediatric Sub-internship Coordinator
Prepare inpatient schedule for up to 3 sub-interns per 4 week rotation
Maintain and update handbook and forms for the rotation; distributes to M4 students in advance of the rotation
Assign evaluations in OASIS to appropriate faculty and housestaff
Collect evaluations after each rotation
Monitors completion of requirements checklist by the M4 student sub-interns
Prepare grade packets for Sub-internship Director to facilitate final student grade
Type final Course Director Grade Report
Support Sub-internship Director in the various activities of the rotation
Pediatric Department Grand Rounds Coordinator
Contact scheduled speakers in advance of assigned date
Manage all documentation required from each speaker for CME certification (CV, lecture objectives, COI disclosure)
Assist outside speakers with directions to Rush and the auditorium
Provide physical set up of materials in auditorium on Tuesday morning before program
Submit list of Grand Rounds programs and attendees to the Rush CME office on an annual basis
Provide documentation of CME hours to participants on an annual basis
Continuing Education and Training
Self-evaluate performance and set annual professional goals.
Develop plans for continuing education and training to meet the needs of the program(s)
Attend job-related training and in-service sessions.
Knowledge, Skills and Abilities:
Knowledge: B.A. or B.S, Masters preferred; familiarity with medical terminology helpful; Successful completion of a Clerkship Coordinator Certificate Program is highly desirable and may be required within 18 months of hire if not already certified.
Organizational abilities with attention to detail.
Excellent communication skills both verbal and written.
Computer skills (MS Office-Word, PowerPoint, Excel, Access; e-mail; desk-top publishing; web based evaluation and survey tools such as Oasis, Blackboard, etc.)
Professionalism as representative of the Department of Pediatrics in dealing with confidential and/or sensitive information.
Enthusiasm, patience, initiative, ability to work on a team, and a sense of humor.
Ability to set goals and manage multiple complicated tasks.
Ability to work independently.
Ability to work with faculty, residents and students in a collegial and collaborative manner.
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