Clerkship Program Coordinator 1

Augusta University; Augusta (GA); On-site; USD 28,000 - 35,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life insurance

Tuition Assistance Program

13 paid holidays

Job summary

Augusta University seeks a Clerkship Program Coordinator to manage medical student clerkships, externships, and rotations, coordinating scheduling, onboarding, evaluations and compliance. This role serves as the primary liaison among students, faculty, regional campuses, and offices to ensure a high-quality educational experience and efficient program operations.

The position supports curriculum development, accreditation activities, and expansion of educational programs within the department,

Qualifications

• Associate's degree or higher with 4+ years in educational program administration or related experience.
• High school diploma with 7+ years in educational program administration or related experience.

Responsibilities

• Coordinate medical student clerkships, externships, and rotations, including scheduling and onboarding.
• Maintain student records in academic systems and manage course administration.
• Serve as liaison among students, faculty, and campuses to ensure smooth operations.

Skills

Microsoft Office

Interpersonal skills

Communication skills

Organizational skills

Education

Associate degree

High school diploma

Tools

Banner

One45

POUNCE

ScrubEx

Curriculog

DocuSign

Job description

Clerkship Program Coordinator 1

Job ID: 301346

Location: Augusta University

Full/Part Time: Full Time

Regular/Temporary:

About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world‑class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other.

Augusta University's distinct characteristics in education and research include real‑world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state.

The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653.

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.

Responsibilities

Responsibilities The duties include but are not limited to:

ENRICHMENT (M4) ROTATIONS EVERY 4 WEEKS

• Pull all rosters from Banner. Verify all rosters with One45 rotation schedule. Send rotation contact/information to students. Collect student photos by rotation, 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, following up to reschedule as needed.
• 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 ScrubEx system, including follow up to make sure scrubs are returned promptly. Send student evaluations. Monitor evaluations for completion & CD review. Process and release evaluations in One45 and post grades in Banner by grade entry deadline. Address daily emails/visits/concerns/inquiries from student. Send calendar invitations to faculty/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. Address all student rotation requests and inquiries. Process and track all Add/Drop Forms for anesthesia courses. 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, extend offers accordingly. Send rotation information to students. Address daily emails/concerns/inquiries from students.

M1/M2 STUDENT SHADOWING

• Address daily emails/visits/concerns/inquiries from students. Schedule shadowing with desired attending. Send shadowing information to each scheduled student. Send calendar appointments to scheduled students and faculty. Place scrubs in locker for each scheduled student, also returning each set of scrubs.

UNDERGRADUATE OBSERVERSHIPS (IMG, CRNA, OR AA)

• Address daily emails/visits/concerns/inquiries. Collect required documentation from each observer. Inquire faculty to host observer. Complete Wellstar MCG Health Observership form. Obtain required signatures via DocuSign. Email completed packet to Mary Tipton for CMO approval. Once approved, liaise CMO's observer instructions to observer. Collect photo from observer and forward with badging form to Single Source to request observer ID badge. Assign locker, give observer orientation, ensure observer has clean scrubs each day, return used scrubs to be laundered.

ADMINISTRATIVE DUTIES

• Monthly Coordinator Meetings. Manage anesthesia medical student course CRNs (review for accuracy, update, activate). Request new CRNs as needed. Enter CIR data for each CRN (rotation identification number) twice a year (Spring/Fall). Request new courses in Curriculog as needed. Submit required documents and monitor process. Assist Simulation Director in scheduling simulation sessions with the Interdisciplinary Simulation Center. Manage annual student Gramling award selection process, obtain plaque, request award check, liaison with Curriculum office for department. Assist with annual Resident Educator Award selection process by sending selection request emails to students. Manage and maintain Medical Student Clerkship and Student Box folders. Manage and maintain list of anesthesia declared students. Schedule and communicate student advisement sessions as requested by CD. Assist sponsored students with travel paperwork for ASA/GSA/SPA/SCA travel. Administrative Support to Clerkship Director.
• Perform all other duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university and a minimum of four years of professional or administrative experience to include a minimum of two years educational program experience or similar experience.

OR

High School Diploma, GED, or equivalent from a State or Federal accrediting organization and a minimum of seven years professional or administrative experience to include four years of educational program experience or similar experience.

Preferred Qualifications

Some college preferred.

Knowledge, Skills, & Abilities

Knowledge

• Proficient in Microsoft Office and other computer software/databases.
• Working knowledge of databases, spreadsheets, and word processing.

Skills

• Excellent interpersonal, written, and verbal communication skills.
• Detail‑oriented with strong prioritization and organizational skills.

Abilities

• Ability to maintain confidentiality.
• Must be able to build professional relationships.

Shift / Salary / Benefits

Shift: Days; M‑F
Pay Band: B7
Salary: $20.29/hourly-$25.33/hourly
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum‑midpoint) of the position
Recruitment Period: Until Filled

Augusta University offers a variety of benefits to full‑time benefits‑eligible employees and some of our half‑time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full‑time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post‑secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information

This position is also responsible for promoting a customer‑friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient‑and family‑centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco‑free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

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