Medical Training Program Administrator; Emergency Medicine

Medical Training Program Administrator (Emergency Medicine)

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The Department of Emergency Medicine is seeking a Medical Training Program Administrator who can independently coordinate all medical student educational activities for the department, including the Core Clerkship and the Advanced Clerkship in Emergency Medicine. The candidate will use in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs.

This position will interact regularly with the Registrar’s office, Office of Medical Student Affairs, Office of Student Curriculum, Office of Assessment and Evaluation, other clerkship coordinators and administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position will be directly supervised by the Clerkship Director of Emergency Medicine, and reports to the Medical Training Program Manager and the Vice Chair for Education.

• Coordinate all medical student educational activities, maintain organization and records for the program and other departmental activities.
• Regularly communicate with students regarding logistics and requirements of the course, including, clinical evaluations, duty hours and patient logging.
• Requires knowledge of course objectives and standards for performance.
• Organize and maintain the Blackboard (or equivalent system), Oasis, Patient Tracker, New Innovations, Qualtrics and the department share files throughout the academic year keeping all information and documentation up to date.
• Provide administrative support for the clerkship director in matters relating to the clerkship, and function as their representative at committee meetings when needed.
• Proficient in problem recognition and resolution by evaluating student inquiries and providing competent answers pertaining to the clerkship, at times independently.
• Assist faculty members in managing daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.
• Prepare and organize materials for PRECEDE, Orientation, and required Mid-clerkship meetings. Assist with preparation of other clinical course materials as needed, including didactic schedules, clinical schedules, and interaction with the Lecturio video-based learning platform.
• Manage the needs of each individual teaching session and ensure that simulation didactics are set up for each session. Monitor teaching calendar and Outlook invitations for faculty involved in the course.
• Attend teaching sessions that take place in the simulation center to serve in the role of faculty support.
• Assist with all technology and simulation materials needed for lectures including being proficient with Zoom, Microsoft Teams and other multimedia modalities.
• Compile mid-clerkship documentation for Clerkship Directors. Ensure students have access to their files using One Drive.
• Administer, coordinate and proctor National Board of Medical Examiners (NBME) shelf examinations or other required examinations at course completion.
• Learn and use New Innovations to manage faculty and student evaluations daily and maintain evaluation return and ensure their completion by residents, faculty, and students. Process trainee performance reports, calculate grades, and data collection. Review evaluations prior to releasing to respective groups.
• Monitor the student formative and summative evaluation process and maintain complete and accurate student files. Tabulate course evaluation results after each session and summarize results for the course director.
• Notify course director of any performance red flags or discrepancies. Review narrative comments for concerns and bring the attention of these concerns to the course director(s).
• Prepare data analysis reports and assist in development of quarterly and annual reports for the SOM as well as for clerkship leadership. Prepare monitoring data to the Dean’s office as well as for the SAPE committee review.
• Assist report preparation at other intervals depending on the needs of the department.
• Know the medical school calendar and courses offered.
• Serve as the primary contact for the Simulation Center regarding all simulation-based activities, including schedules, reviewing change requests and ensuring appropriate materials are present to run simulation activities.
• Maintain all student records in a confidential manner that complies with FERPA.
• Prepare materials for Student Promotions Committee, EPCC, and SAPE files.
• Administrative participation in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials.
• Interpret, understand and be able to communicate institutional policies and procedures to students, residents and faculty.
• Ensure all students regardless of site have appropriate access for…