Administrative Coordinator Third Year

The Administrative Coordinator will coordinate and support student related activities relevant to the Department of Clinical Education during the third year, related to clinical rotations, affiliate sites, and curriculum requirements.

• Assist with the coordination and scheduling of the Introduction to Clinical Rotations course.
• Assist in assessing rotation capacity for the upcoming academic year.
• Modify the suggested schedules prior to the rotations lottery to ensure that it aligns with the updated capacity per discipline at the clinical sites.
• Collaborate with the Director of Clinical Education to assist with Site Preference requests when applicable.
• Collaborate with the Pre-Clinical Department in the transition from the second to third year.
• Coordinate and deploy the third-year rotations lottery system.
• Provide communication to students regarding all pre-rotation requirements.
• Gather and compile all students' pre-rotation credentialing documents, upload them to New Innovations, and share with clinical sites when applicable.
• Ensure that all student demographics and schedules on New Innovations are current, including elective and vacation blocks.
• Provide the Clinical Affiliated Sites with students' schedules and contact information, prior to the start date of the academic year and whenever schedule changes are made, including notifications for additional students or cancellations of rotations.
• Ensure that all students have been notified of their rotation schedule and site orientation.
• Collaborate with the Assistant Grades Coordinator to ensure students are registered for the appropriate course for each semester and that all changes in schedules are noted and processed by Registrar if courses differ from the originally registered ones.
• Provide communication to clinical affiliate sites and students regarding all academic requirements for rotations including all relevant Clinical Education required class meetings, Academic Mondays, in-person OMM sessions, and Clinical Site Visits.
• Collaborate with the Grades Coordinator by communicating with clinical sites regarding timely submission of the 3rd year Student Performance Evaluation forms for rotation grades.
• Communicate with Clinical Sites and students regarding pending Clinical Clerkship Student Performance Evaluations.
• Ensure that Student Performance Evaluations are submitted to the Clinical Dean for grading and review, when applicable.
• Serve as liaison to clinical affiliate sites.
• Ensure that all matters reported from the clinical affiliate hospitals are communicated to the Director and Clinical Dean in a timely fashion.
• Communicate with the Department of Primary Care to schedule on-campus Clinical Skills Assessment sessions.
• Communicate with the Credentialing Coordinator to notify of potential preceptor to be credentialed.
• Communicate with the Affiliation Coordinator to notify of potential need of an affiliation agreement for an elective site.

Student related administrative duties:

• Ensure that all documents are filed in the corresponding Box folder for each student and uploaded to New Innovations.
• Review the Clinical Rotations Manual and Curriculum and Syllabi documents relevant for the third-year students.
• Maintain student files electronically.
• Assist in coordination and follow up of off-cycle students not currently on rotations.
• All other clerical tasks as assigned.

Education/Experience

• Bachelor of Arts Preferred.

Knowledge/Skills/Abilities

• General Administrative Duties required.
• General administrative duties required
• Demonstrated proficiency in communication (written and verbal) required.
• Basic knowledge of Microsoft Office.
• Strong interpersonal and communication skills.
• Well organized and effective time management.
• Ability to work independently or as a team.
• Ability to maintain confidentiality.
• Ability to operate standard office technology (fax, scanner, & multi-line phone).

Travel

• N/A

Working Conditions

• Physical Demands.
• Able to lift up to 5 lbs.