Medical Student Coordinator and Front Desk Administration

Job Summary

Medical Student Clerkship Coordinator and Administration Support:
Under general supervision, the incumbent provides assistance to the HR/Payroll/AP, management and leadership team. This position’s functions include but is not limited to calendaring, scheduling, coordination of meetings/conferences, and assistance with special event planning, maintenance of office supplies, mail coverage distribution and high-level executive assistance. Additionally, this position is the front desk receptionist, greeting visitors and answering phones. Exercises independent judgment and diplomacy in handling sensitive and confidential issues at the highest level required.

Effectively communicate in person, by telephone, and in writing. Plans, organizes, evaluates situations, make decisions, adjusts priorities, works independently, and responds with flexibility to requests for assistance in problem solving. Uses investigative skills to obtain information needed to clarify inquiries and requests, manage details of complex projects and events, and manage a complex schedule. The incumbent has knowledge of and ability to interpret University and UCDHS policies and procedures.

In addition, as the Medical Student Clerkship Coordinator this position works closely with the Department Administrator, Chairman, Resident Program Director & Manager, Medical Student Director, Chief Residents, and other faculty to promote and coordinate the education efforts related to the Division of Anesthesiology Clerkship. This position supports and is responsible for all associated clerkship activities, recruitment and rotation. The coordinator handles work that is confidential, complex, requires collaborative coordination, close attention to detail and must use independent judgment.

• Associate's degree (AA/AS) in Business Administration, Healthcare Administration, Public Administration, Education, Office Administration, or a related field; or an equivalent combination of education and directly related administrative experience totaling four (4) or more years.
• Demonstrated proficiency in office administration, customer service, front desk reception, administrative coordination, or program coordination.
• Four (4) or more years of administrative support, executive support, office coordination, education program coordination, healthcare administration, or customer service experience.
• Experience coordinating educational programs, medical student clerkships, residency or fellowship programs, academic training programs, or other comparable education or workforce development programs.
• Experience coordinating schedules, rotations, orientations, meetings, conferences, or events involving multiple participants and stakeholders.
• Experience using scheduling, learning management, student information, or program administration systems (e.g., EValue, EFlight, Med Hub, VSLO/VSAS, or similar systems) to coordinate learner schedules, maintain records, or support educational programs.
• Working knowledge of accreditation standards, regulatory requirements, or program policies applicable to educational or training programs (e.g., LCME, ACGME, or comparable accrediting organizations), or the ability to quickly learn and apply those requirements.
• Experience coordinating calendars, meetings, travel, and administrative activities for managers, faculty, executives, or department leadership.
• Experience serving as the primary point of contact for customers, students, staff, faculty, or external stakeholders while maintaining professionalism, diplomacy, and confidentiality.
• Experience coordinating multiple projects,…