Medical Student Coordinator I

Job Summary

The Medical Student Coordinator I 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 clinical sites across Pennsylvania, New Jersey, Delaware, Maryland, and California. Provides shared support to Clerkship Directors, the site directors/coordinators and ~80 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.

Essential Functions

• Respond to all contact in a timely and appropriate manner.
• Responsible for monitoring and responding in a timely, accurate and appropriate manner toclinicaleducation@drexel.edu and phase2-3coordinators@drexel.edu mailbox along with personal Drexel.edu mailbox.
• Provide direct administrative support for all medical education functions to the following Clerkship Directors: Career Exploration
• Provides support to 4th year electives in the following Departments: OMED
• 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.
• 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.
• 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.
• Monitor and update Senior Elective Catalogue a minimum of annually, and throughout the year as necessary.
• Provide updates to Phase 2/3 Curriculum Director 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.
• 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 collaboratively with other OEA coordinators to provide cross-coverage support to OEA as appropriate.
• 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.
• 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.
• Schedules Zoom and/or Teams meetings as necessary for students and faculty.
• Prepares surveys for faculty as requested and monitors results.
• Other duties as Assigned - (Essential)

Required Qualifications

• Minimum of a HS Diploma or GED
• Minimum of Seven or more years of demonstrated work experience in educational or medical setting highly considered in lieu of college degree.
• 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

• Bachelors' degree preferred.
• Demonstrated applicable work experience considered in lieu of college degree.
• 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
• Lifting demands 25lbs

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Non-Exempt, grade I Compensation for this grade ranges from $19.69to $29.54 per hour. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

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.