General Information
| Job Description | STDT SVC SUPV 1 | Working Title | Clerkship Coordinator Supervisor |
|---|---|---|---|
| Job Code | 004578 | Grade | 19 |
| Department Name | Undergrad Medical Ed - D02005 | Department Head | |
| Supervisor | Effective Date | 02/26/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004575 | STDT SVC ADVISOR 3 | 3 |
| 004574 | STDT SVC ADVISOR 2 | 1 |
Generic Scope
| Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or organizational policies, procedures, and defined internal controls. Ensures accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental standards and procedures. |
Custom Scope
| Provides supervision to Student Services Assistants ensuring that procedural guidance to students is timely and accurate. Directs subordinates to guidelines, schedules, and departmental/school/college course requirement literature. |
Department Custom Scope
| Works in a team environment to coordinate all aspects of the daily operations of the clerkship program for medical student to complete their medical rotations curriculum. The clerkships consist of medical students rotating through various clinical settings with affiliates in medical centers/community environments under the supervision of UCR clinical faculty. This position resides in the Office of Medical Education (OME) whom manages undergraduate medical education clerkships as well as rotations for undergraduate medical education and graduate medical education. Under supervision of the Clerkship Program Directors, the Clerkship Coordinator Supervisor supervises the Clerkship Coordinators, manages all day-to-day operational aspects for the Clinical Medical Student Clerkship Program and participates in long-range planning and development of the program, manages and coordinates student placement, provides analytical and programmatic support to the director, and serves as a resource to Clerkship students in logistical matters. Additional responsibilities include assisting faculty with incoming medical clerkship students, ensuring the initial paperwork and other requirements are met; rotation scheduling and providing other support necessary to ensure a quality program. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Provides guidance and direction to Student Services Assistants on complex procedural and operational issues.
|
30 |
| Monitors employee performance and provides direction and assistance. | 5 |
| Counsels and evaluates employee performance. | 5 |
| Provides training to subordinates. | 10 |
| Recommends employees for promotion when warranted. | 5 |
| Recommends corrective action, hiring, and separation of employees when appropriate. | 5 |
| Interfaces with various units in the clinical setting, graduate medical education (GME), human resources, academic affairs, payroll, and other departments to facilitate both the policies and procedures process. Aids in the development and implementation of policies directly affecting the operations of the program. Regularly evaluates current operations and initiates changes to insure the efficient and effective performance of the program. Initiates/identifies opportunities for enhancing clinical education. Instructors are the approved clinical faculty physicians located at the affiliated sites, i.e. local physician office. Coordinates with the faculty and students to coordinate/implement education program events such as hospital badging, electronic health record (EHR) training, orientation, etc. | 10 |
| Medical student tests and evaluations: Calculates the results of tests and exams to achieve scores on each student for each clerkship for which the coordinator has responsibility. Develops evaluation systems for student's progress including rotation reports, and assessment. Develops and manages information systems, including a clerkship information system and other supporting systems. Distributes, tracks, and records evaluations for medical students. Maintains spreadsheets and record keeping. Tracks progress through the clinical rotations to ensure all criteria is satisfied. Confirms students are meeting the requirements for progression within their clerkship program. Recommends appropriate referral to Student Affairs, when necessary. | 5 |
| Accreditation and internal reviews: Prepares information report and creates forms for accreditation review and internal reviews consistent with the requirements of the Liaison Committee on Medical Education (LCME)/Undergraduate Medical Education (UME). Assists with developing and implementing processes to insure accreditation standards are met. | 5 |
| Committees: Actively participates on medical education committees, including clerkship coordinator committee and medical education coordinator clinical subcommittee. Based on programmatic needs: determines agenda items, appropriate issues, compiles information/ statistics, prepares presentations, and makes recommendations. Assists program directors with documentation of due processes. | 5 |
| Medical Education Program Management: Manages daily operations of the clerkship programs. Manages clerkship assignments: represents the program to students/SOM/affiliates; evaluates student requests, faculty availability, and coordinates student schedules. Effectively coordinates clerkship training programs ensuring that all institution, common and program requirements are met for the program. Assists with clinical site/faculty recruitment process/travel to sites. Facilitates education. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Knowledge of University processes and procedures. | Preferred |
| Knowledge of advising and counseling technique and knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences. | Required |
| Skills in active listening, critical thinking, negotiation, problem solving, reasoning, organizing, written and verbal communication, multitasking. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Advanced interpersonal skills to work with and gain trust from department senior management, faculty, staff and students. | Required |
| Excellent organizational and analytical skills and demonstrated attention to detail. | Required |
| Skill in communicating effectively and professionally using tact and diplomacy. Ability to interact in a professional, resourceful and courteous manner. | Required |
| Service oriented and responsive to questions and requests. | Required |
| Ability to work with extremely complex faculty calendars / schedules, requiring close attention to detail and precision. | Required |
| Promotes teamwork and provides a sense of leadership by participating in various integral committees with the department and institution. | Required |
| Ability to work as a team player and establish and maintain cooperative working relationships. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. | Required |
| Demonstrated knowledge and ability to utilize various software applications such as Microsoft Word, Excel, Outlook, PowerPoint and Internet Explorer with a high degree of accuracy and speed. | Required |
| Ability to function independently and take responsibility for results. | Required |
| Ability to make appropriate decisions following established policies and procedures. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel to affiliate sites and SOM locations. | Required |
| Occasional travel to work-related professional conferences, workshops and/or seminars. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |