Rush University Medical Center  Clerkship Coordinator Pediatrics in Chicago, Illinois

Job Title: Clerkship Coordinator Pediatrics


Shift: 1st

Full/Part: Active Regular FT (72 to 80 hours per pay period)

Specialty: Pediatrics

Job Number: 2018-1523

Job Description:



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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.

Specific Duties:

Support Students

  • Ensure that students have the appropriate materials, resources and information to efficiently and effectively participate in the medical student program

Support Faculty

  • 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:

  • Student orientations

  • 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

  • CLIPP Cases

  • 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.


  1. Organizational abilities with attention to detail.

  2. Excellent communication skills both verbal and written.

  3. Computer skills (MS Office-Word, PowerPoint, Excel, Access; e-mail; desk-top publishing; web based evaluation and survey tools such as Oasis, Blackboard, etc.)

  4. Professionalism as representative of the Department of Pediatrics in dealing with confidential and/or sensitive information.

  5. Enthusiasm, patience, initiative, ability to work on a team, and a sense of humor.


  1. Ability to set goals and manage multiple complicated tasks.

  2. Ability to work independently.

  3. Ability to work with faculty, residents and students in a collegial and collaborative manner.

Company Highlights:

  • Rush's 14-story hospital Tower is the cornerstone of the Rush Transformation, and is the symbol of a philosophy-an evolution in the delivery of patient-centered care.

  • Rush is a not-for-profit health care, education and research enterprise comprising Rush University Medical Center,Rush University,Rush Oak Park Hospital andRush Health.

  • Rush University Medical Center is a three time Magnet facility located in Chicago,

  • Leading academic medical center, acute care hospital w/ 676 licensed beds.

  • RUMC offers a competitive salary, outstandingbenefits&the professional advantages of an environment that supports your development & recognizes your achievements.

  • Rush University is home to one of the first medical colleges in the Midwest and one of the nation's top-ranked nursing colleges, as well as graduate programs in allied health, health systems management and biomedical research.

  • As one of the most popular cities in the nation, Chicago is a cultural, historical and diverse city. Located on the shores of Lake Michigan, Chicago in known for its nearly 200 distinct neighborhoods and its extensive park systems, along with its sports teams, museums and vibrant theater community.

Rush University Medical Center is an Equal Opportunity Employer that welcomes and encourages all applicants to apply regardless of age, race, sex, religion, color, national origin, disability, veteran status, sexual orientation, gender identity and/or expression, marital or parental status, ancestry, citizenship status, pregnancy or other reason prohibited by law.