Careers at Drexel

Job Summary

The Medical Student Coordinator III is responsible for the day-to-day administration of the Medical Student Programs in designated departments at Drexel University College of Medicine. Responsibilities include, but are not limited to, supporting communication regarding medical education between the respective departments, the Division of Clinical Education and the clinical sites,
scheduling and overseeing housing arrangements as necessary, assigning and tracking evaluations, monitoring grade revisions, obtaining on-line rosters and tracking updates, preparing and distributing rotation schedules, as well as conducting administrative orientation for the medical students. Must possess highly developed communication skills and maintain good rapport with students,
physicians, and all appropriate personnel in order to maintain good working relationships between all 29 clinical sites across Pennsylvania, New Jersey, Maryland, Delaware, and California. Provides shared support to 10 Clerkship/21
Pathway Directors, the site directors/coordinators and ~300 medical students at any given time in the overall educational mission of DUCOM. Provides support to the Division of Clinical Education in its efforts to communicate the vision of
medical education at Drexel University College of Medicine. This position requires extended hours to be available to faculty, clinical affiliate administration, and medical students.

This position is grant-funded; employment is contingent upon the continued availability of those funds.   

Essential Functions

• Respond to all contact in a timely and appropriate manner. 
• Responsible for monitoring and responding in a timely, accurate and appropriate manner to DrexelMedClinicalEducation@drexel.edu and phase 2- 3coordinators@drexel.edu mailbox along with personal Drexel.edu mailbox.
• Provide direct administrative support for all medical education functions to 1-2 clerkship directors 
• Must be able to be available to faculty, staff and students in person on campus as needed.
• Must be able to be available to faculty, staff and students on East Coast and Pacific Daylight Time as needed (requires extended evening hours to meet needs of these constituents).
• Coordinates site visits and other meetings by DUCOM as requested.
• Develop agreements and coordinate schedules with clinical sites.
• Acts as first point of contact between site student coordinator and DUCOM. Facilitates and supports communication regarding medical education between DUCOM and clinical site.
• Maintains routine communication with all clinical sites.
• Brings urgent issues involving medical students to the immediate attention of the appropriate DUCOM individual. Handles sensitive and confidential matters as appropriate.
• Secures roster of students rotating from DOCSS. Prepares and provides rosters to each clinical site as appropriate.
• Maintains complete and accurate student files and detailed records for accreditation, compliance, and quality assurance purposes.
• Accurately adds new users to DOCSS and provides instruction on how to navigate DOCSS. 
• Assists clinical site faculty and staff with DOCSS training and troubleshooting. 
• Generates routine and ad hoc reports from DOCSS and other sources as requested.
• Act as a liaison for DUCOM medical students, troubleshoots as appropriate in an effort to resolve issues medical students may encounter during their rotations. Bring to the attention of DUCOM administration appropriate difficulties.
• Identify and recommend strategies for optimizing workflows, resource utilization, and partnerships to enhance the sustainability of educational initiatives.
• Proctors NBME Shelf Exams at the end of each Block (every 5 weeks plus make up dates). Attendance on specified dates mandatory.
• Schedules Objective Structured Clinical Examinations/Exercises (OSCEs) and student teaching conferences as necessary.
• Monitor and update Senior Elective Catalogue a minimum of annually, and throughout the year as necessary. Provide updates to Director of Clinical Education and Director of Student Scheduling for coordination in DOCSS. This entails a mailing to all course directors at least once annually for documented updates.
• Assigns and tracks completion of student performance evaluations, including any revisions that need completed. Communicates evaluation data to clinical sites.
• Conducts administrative orientation for medical students at the beginning of each block.
• Provide support to the Pathway Director(s) to include scheduling individual student meetings with Pathway Directors and chairs as needed. Prepare any materials for student meetings. 
• Utilize VSLO/VSAS, review visiting student applicants and coordinate elective positions between the Division of Clinical Education and appropriate department faculty.
• Handle correspondence, coordinate forms requiring signatures (add-drop forms, special elective forms, pathway meeting forms and special requests) for pathway students and Pathway Directors and forwarding them to the appropriate medical school offices. 
• Prepares and distributes materials as requested by Division of Clinical Education.
• Accurately and efficiently performs other duties to meet the educational needs of DUCOM students. These duties may include, but are not limited to, assisting Clerkship Directors in preparing course materials.
• Secure documents from medical students for clinical sites.
• Reviews clerkship and pathway websites routinely and updates as necessary.
• Provides support to faculty of Clerkship Fundamentals course and Transition to Clinician course, including being available on-site full length of course.
• Maintains confidentiality of workplace information according to the policies and procedures of the DUCOM.
• Attends meetings as requested. Generates minutes when appropriate. Provide support to students scheduling 4th year electives, preparing Special Elective applications, and seeking new electives.
• Schedules Zoom and/or Teams meetings as necessary for students and faculty.
• Prepares surveys for faculty as requested and monitors results.
• Works with Assistant Director, Documentation Surveillance to ensure medical students are in compliance with all documentation policies and provides clinical sites documentation upon request.
• Works within AMP (Medical School Applicant Admissions Portal) to document applicant compliance with medical school immunization and background clearance requirements.
• Cross-cover other Student Coordinators in the Division of Clinical Education.
• Works collaboratively with other OEA coordinators to provide cross-coverage support to OEA as appropriate.
• Provide support to Business of Healthcare course. 

Required Qualifications

• Minimum of a Bachelor's Degree in or the equivalent combination of education and work experience.
• (Please review the Equivalency Chart for additional information.)
• Minimum of Four or more years of demonstrated work experience in educational or medical setting highly considered.
• Proficient in current Windows platform required.
• Proficient in MS-Word, MS-Excel, and MS-Access required.
• Proficient in computerized calendars and e-mail systems required.
• Excellent understanding of standard computer applications: word processing, database, and spreadsheet.
• High energy level and ability to work with minimal direction required.
• Excellent organizational, interpersonal and communication skills
  required.
• Must possess a well-developed sense of composure under stressful situations.
• Superior grammar, spelling and punctuation required. Excellent proof reading and editing skills.
• Ability to draft memos, letters, and basic documents required.
• Attention to detail required.

Preferred Qualifications

• Masters’ degree preferred. Demonstrated applicable work experience considered in lieu of college degree.
• Experience: Eight or more years of demonstrated work experience in educational or medical setting highly considered in lieu of college degree.
• Interacts with discretion and confidentiality.
• Demonstrated flexibility in organization of workflow and adaptability to changing tasks.
• Ability to communicate (verbally and written) with faculty, students, etc., in a professional manner.
• Ability to demonstrate patience and understanding with students and faculty.
• Excellent trouble-shooting and problem-solving abilities.

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Lifting demands ≤ 25lbs

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade J. Compensation for this grade ranges from $52,360.00 to $78,530.00 per year. Please note that the offered rate for this position will vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.