3rd Year Clerkship Specialist

The 3rd year Clerkship Specialist reports directly to:
• Senior Administrative Director
• 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, completing assigned course or webinar. 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. Show ability to coach, teach, and collaborate with department leadership and junior coordinators.

This Tier-3 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.

Senior-Level Responsibilities
• 3rd-Year Clinical Requirements Oversight: Demonstrate comprehensive knowledge of 3rd-year clinical requirements, responsibilities, and approved clinical settings; serve as a subject-matter resource for students, faculty, and staff.
• Rotation Scheduling & Evaluation Leadership: Independently manage the scheduling, coordination, and evaluation of clinical rotations for medical students, ensuring compliance with institutional and accreditation requirements.
• Rotation Site & Capacity Management: Maintain full awareness of student rotation schedules and site availability; proactively communicate with clinical sites throughout the academic year to monitor and adjust rotation capacity.
• Clinical Rotation Communications: Lead all communications related to clinical rotations, coordinating effectively with Student Health Services, students, clinical sites, and preceptors.
• Rotation Application & VSAS Management: Oversee student application processes for clinical rotations, ensuring complete and accurate documentation. Verify site and preceptor credentials, including licensure and residency accreditation, and maintain advanced working knowledge of the VSAS system.
• Student Records & Compliance Management: Manage and maintain confidential electronic student records (immunizations, certifications, background checks, etc.), ensuring accuracy, compliance, and data security.
• 3rd-Year Course Registration & Registrar Collaboration: Process course registrations and Add/Drop requests; serve as a key liaison with the Registrar’s Office for all 3rd-year operational matters.
• COMAT Exam: Support COMAT exam proctoring and scheduling (when needed; serving as a secondary point of contact and ensuring adherence to established exam protocols.
• 3rd-Year Rotation Requests & Tracking: Manage rotation request workflows, including electives, clinical distinction courses, vacation requests, and tracking of unassigned or off-cycle blocks.
• Systems & IT Coordination: Interface effectively with TUCOM IT, Canvas, eMedley, NBOME, and other systems to support clinical education operations.
• Data Management & Reporting: Perform and oversee data entry and maintenance within rotational databases, ensuring accuracy and usability for reporting and planning.
• Additional Responsibilities: Perform other duties and special projects as assigned in support of departmental and institutional goals.

• Bachelor’s Degree preferred, or equivalent job experience at healthcare/academic/business setting
• Organizational and time management skills with meticulous attention to detail
• Ability to take initiative and work creatively and independently
• Work experience that demonstrates a confident and professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments
• Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures
• shows MASTERY in all tasks, aspects of the job, and software with the ability to complete advanced training for new/current employees.
• Shows ability to advance the needs and performance of the CED for students and TUCOM.
• Shows exemplary attendance and performance throughout the first and second Tiers

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