Clerkship Program Coordinator

Job Summary

The Clerkship Coordinator provides comprehensive administrative and operational support for the Department of Anesthesiology and Perioperative Medicine’s undergraduate medical education programs. This position coordinates all aspects of medical student clerkships, externships, visiting student rotations, observerships, and allied health student experiences, including scheduling, onboarding, evaluations, course management, and compliance activities. The Coordinator serves as the primary liaison among students, faculty, regional campuses, and institutional offices to ensure a high-quality educational experience and efficient program operations.

Responsibilities include managing course administration, maintaining student records and academic systems, coordinating orientations and access requirements, facilitating student advising and awards processes, and providing direct support to the Clerkship Director and departmental educational initiatives. The position also supports ongoing curriculum development, accreditation activities, and educational program expansion within the department.

ENRICHMENT (M4) ROTATIONS EVERY 4 WEEKS: Pull all rosters from Banner; verify all rosters with One
45 rotation schedule; send rotation contact information to students; collect student photos; distribute to faculty and front office staff; locate student asepsis training dates; prepare schedules for courses; distribute to faculty and front office staff; monitor faculty responses to scheduled lectures and reschedule as needed.

Attendance & Access: Verify attendance in POUNCE for all rotations per registrar’s office; request appropriate OR access for students; collect information needed for scrub access; enter/manage student scrub access in Scrub Ex system; follow up to ensure scrubs are returned promptly; send student evaluations; monitor evaluations for completion & CD review; process and release evaluations in One
45; post grades in Banner by grade entry deadline.

Communication & Support: Address daily emails, visits, concerns, and inquiries from students; send calendar invitations to faculty and students for student lectures; send student reminders for requirement due dates; track completion of student requirements; proctor ANES 5015 exam every 4 weeks; maintain rotation capacity/availability; process and track all Add/Drop Forms for anesthesia courses; act as liaison between Augusta and the Regional Campus Coordinators.

VSLO (VISITING STUDENT LEARNING OPPORTUNITIES): Annual updates of Course Offerings; manage applications and student notifications; work with CD and ACD to review applications and extend offers; send rotation information to students; address daily emails and inquiries.

M1/M2 STUDENT SHADOWING: Schedule shadowing with desired attending; send shadowing information; send calendar appointments; place scrubs in locker for each student and return scrubs.

UNDERGRADUATE OBSERVERSHIPS (IMG, CRNA, OR AA): Collect required documentation; inquire faculty to host observer; complete Wellstar MCG Health Observership form; obtain signatures via Docu Sign; email packet for approval; liaise CMO instructions; collect photo; request ; assign locker; ensure clean scrubs each day; return used scrubs.

ADMINISTRATIVE DUTIES: Conduct monthly Coordinator Meetings; manage anesthesia medical student course CRNs; request new CRNs; enter CIR data twice a year; request new courses in Curriculog; submit required documents; assist Simulation Director with scheduling; manage annual awards; maintain student files; schedule advisement sessions; assist sponsored students with travel paperwork; provide administrative support to Clerkship Director.

Other: Perform all other duties as assigned.

Associate’s degree from an accredited college or university and a minimum of four years of professional or administrative experience, including a minimum of two years of educational program experience or similar experience; OR High School Diploma, GED, or equivalent and a minimum of seven years professional or administrative experience, including four years of educational program experience.