4th Year Clerkship Specialist

The 4^th year Clerkship Specialist reports directly to:

• The Clinical Education Sr. Administrative Director

The Administrative Coordinator will work primarily with:

• Associate Dean of Clinical Education
• Assistant Dean of Clinical Education

He/she is required to work independently and to have considerable initiative; demonstrates resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities and functions; expected to follow any requirements regarding work and attendance as established by university rules, department policies and procedures. 

Work involves planning, mastery of multiple software platforms and regulatory framework of medical education. Organizing, administrative duties and data-entry input including a wide range of related administrative duties; collaborates with other student coordinators on team on all-staff projects.

SPECIFIC RESPONSIBILITIES:

This position description is intended to be an outline of the primary responsibilities and may not encompass all the duties that an individual employee may be asked to perform.  This Position Description is subject to change without advance notification. Other duties to be assigned, as necessary.

• Rotation Scheduling & Oversight
  Coordinate and evaluate clinical rotations for medical students in collaboration with teammates and department leadership.

• Site & Schedule Management
  Maintain comprehensive knowledge of rotation schedules and site availability.
• Communication & Coordination
  Serve as the primary point of contact for all communications related to clinical rotations, utilizing Zoom, Teams, CED Connect, e-mail, eFax, phone, in-person meetings.
• Rotation Applications & Documentation
  Process student rotation requests and oversee application submissions. Ensure all documentation is accurately completed and submitted to clinical sites.
• Site & Preceptor Verification
  Verify site and preceptor credentials, including licensure and accreditation.
• VSAS & Digital Platforms
  Manage the VSAS system and related digital services.
• Audit & Compliance
  Conduct monthly audits of rotation schedules and 4th-year graduation requirements.
• System & Document Maintenance
  Maintain accurate and up-to-date information in CANVAS and the Clinical Rotation Manual. Manage student records, including immunizations, background checks, transcripts, and other sensitive information.
• Student Registration Support
  Facilitate student registration, including add/drop form processing.
• Database & Evaluation Management
  Perform extensive data entry into the rotational database. Manage and distribute electronic evaluations.
• Student Engagement & Presentations
  Create, lead, and present Year 4 curriculum and rotation information during callback sessions.
• Additional Duties
  Perform other duties and responsibilities as assigned.

• Bachelor’s Degree preferred, or equivalent experience in a healthcare, academic, or business setting
• Exceptional organizational and time management skillswith strong attention to detail
• Demonstratedinitiative, creativity, and ability to work independently
• Professional work experience that reflects:
  • Aconfident and respectful demeanor
  • Adherence to confidentiality standards
  • Sound judgment under pressure
  • Flexibilitywith evolving job responsibilities
• Ability tointerpret and apply department and college policies and procedures
• Supports thedevelopment and implementation of new internal processes
• Demonstratesmastery of all job-related tasks and software
• Consistently contributes to theadvancement of CED goals and TUCOM’s mission
• Maintainsexemplary attendance and performance

CORE COMPETENCIES:

• Strong organizational skills
• Ability to multi-task
• Ability to interpret a variety of instructions
• Ability to function with limited supervision and to prioritize and meet deadlines
• Strong computer skills (Word, Excel, PowerPoint, Calendar Program)
• Ability to learn “specialty/custom-designed” software programs; Highly proficient with website navigation skills

• 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