3rd Year Clerkship Specialist-Tier 1

The 3rd year Clerkship Specialist reports directly to:

• Senior Administrative Director

The 3rd year Clerkship Specialist will work primarily with:

• Senior Administrative Director of Clinical Education
• Associate Dean of Clinical Education
• Assistant Dean of Clinical Education

Must work independently and under minimum supervision; demonstrate resourcefulness and problem-solving skills by applying a detailed knowledge of the responsibilities and functions; and are expected to follow any requirements regarding work and attendance as established by university rules, department policies, and procedures.

Work involves displaying competencies in learning multiple software platforms and understanding the regulatory framework, planning and organizing all related administrative duties and data entry input, and collaborating with other student coordinators (both junior and senior) on all-staff projects.  

This Tier-1 Position Description is intended to be a basic outline of the initial primary responsibilities and may not encompass all the duties an individual employee may be asked to perform.  It is subject to change without advance notification, and other responsibilities will be assigned as necessary. 

• Understand 3rd-Year Clinical Requirements: Begin learning the requirements, responsibilities, and settings of the 3rd clinical year.
• Rotation Scheduling & Evaluation: Schedule and evaluate clinical rotations for medical students, coordinating rotations independently.
• Rotation Site Coordination: Understand rotation schedules for students and available sites. Communicate with sites about rotation capacity throughout the year.
• Rotation Communications: Manage all communications for clinical rotations with Student Health Services, students, sites, and preceptors.
• Process Rotation Requests: Oversee the student application processes for clinical rotations, ensuring all required documentation is submitted correctly. Verify site and preceptor information, including preceptor licenses and residency accreditations. Know and understand the VSAS system.
• Maintain Student Records: Manage electronic student records (immunizations, training certificates, background checks, etc.) and handle confidential student information.
• 3rd-Year Course Registration: Oversee course registration, including facilitating Add/Drop forms. Learn and understand CED’s collaboration with the Registrar’s Office for 3rd-year operations.
• COMAT Exam Support: Understand COMAT exam scheduling and proctoring, serving as a secondary contact for these tasks.
• 3rd-Year Rotation Requests: Learn the rotation request process, including processing elective rotations, clinical distinctions, vacation requests, and tracking unassigned blocks.
• Database & IT Interaction: Interface with TUCOM IT staff, Canvas, eMedley, and NBOME as needed.
• Distance Learning Curriculum: Learn the structure of the Distance Learning curriculum and serve as the primary contact for COAR.
• eConferences Management: Manage scheduling, communication, calendar maintenance, and attendance tracking for eConferences.
• COAR Session Tracking: Monitor and record attendance and completion of COAR sessions.
• Data Management: Perform data entry into the rotational database program.
• Additional Duties: Complete other duties and responsibilities as assigned.

• Education: Bachelor’s Degree preferred or equivalent job experience in healthcare, academia, or business.
• Organizational Skills: Strong organizational and time management abilities, with meticulous attention to detail.
• Initiative and Collaboration: Ability to take initiative, work creatively, and collaborate effectively with others.
• Professionalism and Judgment: Demonstrated experience with a professional and confident work style, respecting confidentiality, exercising good judgment under stress, meeting deadlines, and remaining detail-oriented and adaptable with job assignments.
• Policy Interpretation and Implementation: Ability to interpret department/college policies and procedures and assist in developing and implementing new internal policies and procedures.
• Competency in Tasks and Software: Proficiency in all tasks, aspects of the role, and relevant software.
• Employee Support and Training: Capacity to assist other employees with tasks and provide basic training for new and current team members.
• Performance and Attendance: Demonstrates exemplary attendance and performance throughout the initial term.

CORE COMPETENCIES:  

• Organizational Skills: Strong ability to stay organized and manage resources effectively.
• Multi-tasking: Capable of handling multiple tasks simultaneously.
• Instruction Interpretation: Able to interpret and follow a variety of instructions accurately.
• Self-management and Prioritization: Functions well with limited supervision, prioritizes tasks, and meets deadlines effectively.
• Technical Proficiency: Proficient with Microsoft Word, Excel, PowerPoint, and calendar programs; able to quickly learn specialty or custom-designed software and highly skilled in website navigation.
• Communication and Interpersonal Skills: Excellent verbal and written communication, customer service, and interpersonal skills, with the ability to interact effectively with administration, faculty, staff, and students.
• Experience in High-Stress Environments: Comfortable working with others in stressful situations.

• Excellent verbal and written communication skills; customer service and interpersonal skills; ability to interact with administration, faculty, staff, and students.
• Experienced with working with other people in stressful situations 

PHYSICAL DEMANDS:

LIFTING REQUIREMENTS:

WORK ENVIRONMENT:

VISION REQUIREMENTS:  Must meet DMV vision requirements

TYPICAL NOISE LEVEL:  Low