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Educational Program Coordinator

2 months ago

Los Angeles, California, United States Charles R. Drew University of Med & Sc Full time
Job Overview

Position Summary:

The Educational Program Coordinator will collaborate closely with the designated Pre-Clerkship or Clerkship Director(s), the Director of Medical Education, and the Assistant Dean of Medical Education. This role is pivotal in aiding the development, organization, and management of the Medical Doctorate program operations. The coordinator will support their assigned Pre-Clerkship or Clerkship(s) in executing the curriculum as sanctioned by the CDU COM Education Policy Curriculum Committee (EPCC), compile attendance reports, collect course and student evaluations, facilitate mid-clerkship feedback, and assist in gathering evaluations from faculty while organizing regular grading meetings.

Key Responsibilities:

For Pre-Clerkship Course Coordinators:

The Pre-Clerkship Educational Program Coordinator will be involved in all facets of the medical school curriculum. The primary function is to serve as an administrative liaison and provide project management support. Responsibilities include:

  • Efficiently preparing and disseminating curricular information to course directors, content leaders, faculty, and students.
  • Providing administrative assistance for the medical school curriculum, including course coordination, project management, and general office administration, as well as preparing and distributing course materials and syllabi.
  • Managing the scheduling of learning sessions, including room reservations.
  • Ensuring timely management and upkeep of online course materials within the learning management system (LMS).
  • Acting as the primary contact and liaison between students, faculty, and course co-directors.
  • Coordinating exam preparation and evaluation processes for each course, ensuring timely submissions to meet curricular deadlines, including proctoring exams.
  • Participating in curricular committees and other related meetings.
  • Handling curricular projects and tasks as assigned by the Pre-Clerkship Dean, demonstrating the ability to multitask with a strong emphasis on organization and managing various priorities from a diverse set of directors.

For Clerkship Course Coordinators:

The Clerkship Educational Program Coordinator supports one or more clerkships (including Surgery, Internal Medicine, Pediatrics, Obstetrics and Gynecology, Family Medicine, Ambulatory Internal Medicine, Psychiatry, Neurology, Emergency Medicine, and Clinical Skills Longitudinal Courses). Additional responsibilities encompass proctoring computer-based examinations for students, ensuring compliance with clerkship rotation policies, supervising other clerkship support staff, and performing additional duties as assigned. Responsibilities include:

Daily Operations

  • Coordinating clerkship assignments for students at clerkship sites, overseeing their onboarding at affiliated institutions, monitoring student performance, assisting in the development and revision of course curriculum, preparing reports, and maintaining the core lecture schedule.
  • Developing and administering student quizzes, tracking student work hours, patient activity logs, mid-terms, and final grades, and participating in mid-clerkship evaluation feedback sessions. Collaborating with the Clerkship Director to develop and administer computer-based examinations and verifying student grades after approval by the Director.
  • Coordinating with the College of Medicine Standardized Patient Program and Objective Structured Clinical Examination (OSCE) for the department in conjunction with the Clerkship Director and departmental faculty, as well as administering the NBME subject boards for the clerkship.

School of Medicine Responsibilities:

  • Providing guidance and resolution for immediate student concerns.
  • Monitoring and reporting violations of the learning environment, including incidents related to student mistreatment and Title IX.
  • In collaboration with the Clerkship Director, overseeing senior clerkship rotations, advising on course requirements, developing and maintaining tracking systems, and ensuring compliance with departmental and institutional standards.
  • Performing other related duties as assigned.

Essential Duties for Both Pre-Clerkship and Clerkship Coordinators:

Communication:

  • Maintaining web-based communication for courses, including updates to the course learning management system (LMS), proofreading for accuracy, and managing group assignments and general course information. Assisting faculty in utilizing the LMS and submitting grades into the student information system (SIS).
  • Representing the university positively, focusing on core values that promote innovation, respect, community service, integrity, and diversity.
  • Demonstrating effective communication skills while interacting with students, visitors, and colleagues, providing and receiving constructive feedback, and welcoming new staff during orientation.

Assigned Tasks:

  • Coordinating daily schedules and various mandatory course requirements, ensuring all necessary facilities are reserved and operational for course sessions. Responsible for assembling and distributing course materials, including syllabi in various formats.
  • Providing comprehensive administrative support to Course Directors, managing course updates, arranging facilities, maintaining an efficient filing system, assisting with exams, and facilitating evaluations and annual reviews.
  • Coordinating and attending course-related meetings with faculty, staff, or students, preparing materials, making necessary arrangements for room reservations, setup, and refreshments. Keeping course directors informed of academic performance issues or concerns.
  • Supporting events hosted by the College of Medicine Medical Education Office.
  • Contributing to the organization’s process improvement initiatives.
  • Engaging in personal and professional development, completing mandatory education requirements within designated time frames.
  • Upholding ethical principles in decision-making and actions, recognizing the value of each individual in a diverse environment, and treating others with respect and dignity.

Other Responsibilities:

  • Performing additional duties as assigned.

Qualifications:

  • Education:
    • Minimum: Bachelor's degree from a regionally accredited institution.
    • Preferred: Master's Degree in Education, Health Services Administration, Psychology, Nursing, or English from an accredited institution.
  • Experience:
    • Minimum: One year of relevant work experience.
    • Preferred: Prior administrative experience in an academic environment.
  • Knowledge, Skills, and Abilities:
    • Demonstrated critical thinking skills in problem identification and analysis.
    • Excellent written and oral communication skills.
    • Proficient analytical and computer skills.
    • Advanced skills in spreadsheets, databases, and scheduling tools.
    • Ability to plan, direct, and manage complex work.
    • Ability to establish and maintain effective working relationships.
    • Ability to train, supervise, and evaluate staff.
    • Ability to communicate clearly and concisely, both orally and in writing.
    • Ability to operate personal computers and various office equipment.
    • Ability to coordinate with external individuals and agencies as necessary.
    • Ability to work effectively with diverse populations.
    • Ability to learn new software applications.
    • Ability to organize and present data for analysis.
    • Ability to respond creatively to unexpected challenges.
    • Ability to prioritize workloads effectively.
    • Ability to work independently while adhering to university policies.
    • Ability to maintain confidentiality regarding sensitive information.
    • Strong interpersonal skills to foster professional relationships.
    • Proficient in Word and Excel for record maintenance.
    • Participation in Medical Education Meetings and Faculty Development is required.
  • Complexity:
    • The role requires attention to detail and the ability to manage multiple inquiries effectively.

Physical Demands:

  • Reasonable accommodations may be made for individuals with disabilities to perform essential functions.
  • Frequent standing, walking, sitting, and occasional stooping are required.

Work Environment:

  • Reasonable accommodations may be made for individuals with disabilities to perform essential functions.
  • Occasional work in confined spaces may be required.

Mental Demands:

  • The role involves a variety of tasks requiring sustained concentration and analytical ability.

Special Requirements:

  • Ability to work effectively within a diverse community.
  • COVID-19 Vaccination: Proof of the latest COVID-19 booster is required for entry to the campus.
  • This is an on-site position.

Compensation:

  • $66,000 - $70,000.00

Position Status:

  • Full Time

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity.

Fair Chance Statement: The university will consider qualified applicants, including those with criminal histories, in accordance with state and local laws.