Site Coordinator

Henry Ford Health provides innovative, world-class medical educational programs that strengthen and improve the quality of clinical services and meet patients' needs - one person at a time. We train future physicians, support life-long learning and disseminate our work through scholarly activities. This full time, non-exempt administrative support role at the main hospital campus in Detroit, MI plays a pivotal role in delivering on this mission.

GENERAL SUMMARY:

Under minimal supervision, the Site Coordinator for Undergraduate Medical Education (UME) coordinates the daily operations of onboarding and coordination of all medical students at a site hospital and associated clinics. Combines knowledge of human resources, department/hospital structure, and medical school processes to facilitate the educational program of students in clinical and non-clinical rotations, research, and observerships. Collaborates with students, leadership, medical education programs, affiliated institutions, and other organizations in the evaluation and placement of students into appropriate courses of study. Designs and facilitates the delivery of information to support the ongoing needs of student career and educational development. Utilizes best practice workflows, reflection toward continuous improvement, and critical thinking to maximize the timely implementation of programming and establishing/improving procedure. The UME Site Coordinator reports to the Administrative Director for Undergraduate Medical Education.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

* With minimal supervision, oversees day-to-day operations of Undergraduate Medical Education (UME) for site hospital. Works in concert with leadership to determine the appropriate focus and direction of hospital site initiatives and projects.
* Collaborates with programs to manage and promote hospital rotations, research, and shadowing offerings through internal and external sites and events. Creates, designs, and manages timeline, guidelines, policies and procedures, websites, and materials.
* Gathers applications and processes selection of incoming medical students from designated software for clinical and non-clinical rotations, research experiences, and observerships. Uses designated software to manage applications and compile reports.
* Coordinates with programs and other hospitals/clinical sites to design schedules for student placement into program rotations, research experiences, and observerships at hospital site and associated clinics.
* Acts as a human resources department to collect, evaluate, and store information for onboarding students at the site hospital including educational records, health records, and any other documents related to institutional compliance. Evaluates the need for and assigns institutional modules in compliance with hospital policies. Provides access for students to the electronic medical records system, facilities, medical supplies, and other resources for educational activities.
* Maintains and updates appropriate databases of student and preceptor information. Safeguards and protects highly confidential information in compliance with FERPA, HIPAA, system, and hospital requirements. Maintains students separate non-employment and educational records, as defined by Henry Ford Health policy and in compliance with hospital and affiliated school requirements. Periodically reviews and updates preceptor information, ensuring appropriate credentialing and documentation.
* Plans and educates students in multiple monthly and annual student orientations to the system and site hospital. Designs, reviews, and revises educational/support materials and ongoing guidance to students.
* Maintains effective communication for all UME initiatives with students, leadership, programs, system, and medical schools. Monitors and responds to ongoing communication on behalf of UME in timely and professional manner (e.g., formal letters, email, group paging, etc.). Serves as key contact between UME and other internal and external customers. Advises medical students regarding requirements and deadlines; disseminates information for rotations, research, shadowing offerings, and residency opportunities.
* Receives and screens visitors, telephone calls, and e-mails; independently composes, prepares, and distributes correspondence, agendas, and reports; schedules meetings; responds to information requests.
* Leads major activities/projects that support the education or curriculum of medical students. Creates, designs, and manages project plans and timelines. Develops and implements solutions to improve current processes and procedures related to project work.
* Plans and coordinates meetings between leadership, programs, students, and administration as needed to successfully gather feedback, monitor programming/initiatives, and disseminate UME information.
* Participates in proctor training and administers progress and subject examinations to students in compliance with system, hospital, and school policies.
* Understands and monitors compliance with Liaison Committee on Medical Education (LCME) and/or Commission on Osteopathic College accreditation (COCA) requirements; fosters awareness and compliance with accreditation requirements through dissemination to hospital leadership and students.
* Supports reporting of information for hospital oversight and outside accreditation including collecting, reviewing, and updating hospital site documentation for the purposes of hospital and system reviews, affiliated medical school accreditation reviews, and applicable hospital accreditation site visits. Designs reports and distribute to appropriate parties. Develops procedures in response to new or revised policies issued by Henry Ford Health, the site hospital, accreditation agencies, or UME leadership.
* Monitors and maintains site expenditures within the authorized budget and prepares reports; prepares check requests, travel authorizations, expense reports, and reimbursements; ensures compliance with budget policies for appropriate spending.
* Monitors and maintains successful operation of site facilities through accurate and timely reporting and supply ordering.
* Audits, maintains, and updates student management and evaluation systems (e.g., Peoplesoft, MedHub, New Innovations) for accuracy of content.
* Ensures completion of annual revision of UME communication and guidance; reviews, communicates and enforces established policies and procedures; educates leadership, students, and faculty on new and existing system and hospital policies; recommends changes when appropriate.
* Responsible for leading and serving on cross-functional teams within and outside of the organization as a representative of the site hospital. Develops and maintains strong professional relationships across operational departments and with both internal and external stakeholders.
* Serves as liaison among the site hospital, programs, medical schools, and system medical education office(s). May include some evenings and weekends as well as travel to other Henry Ford Health or affiliate sites.
* Serves as a mentor to new site coordinators; provides professional development to peers as requested.

EDUCATION/EXPERIENCE REQUIRED:

* Bachelor's degree in a related field required.
* Recent, progressively more responsible experience in an educational or medical environment preferred.
* Strong data collection and entry ability with attention to detail; requires high level of accuracy.
* Demonstrates knowledge and skills in Microsoft Office applications (i.e., Access, Excel, PowerPoint, and Word) and data management applications.

Additional Information

* Organization: Henry Ford Hospital - Detroit Main Campus
* Department: UGME
* Shift: Day Job
* Union Code: Not Applicable