Education Coordinator

uchicago; Chicago (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

The University of Chicago Medical Center's Department of Neurology seeks an Education Coordinator to handle administrative duties for weekly Grand Rounds and medical student education programs. The role supports MS3/MS4 scheduling, international student processes, and liaison work across faculty and leadership.

Responsibilities include coordinating orientations, proctors exams, tracking evaluations, and ensuring regulatory compliance with ACGME and RRC.

Qualifications

• Education: a college or university degree in related field.
• Work Experience: 2-5 years in a related job discipline.
• Certifications: ---
• Preferred Education: Bachelor's degree.
• Experience: Academic Medical Center environment.
• UME and/or GME experience preferred.

Responsibilities

• Coordinate MS3/MS4 student schedules and rotations, ensuring prerequisites and capacity alignment.
• Manage schedules for visiting and international medical students.
• Coordinate with HR, Global Health and Academic Affairs on immigration/documents for international students.
• Clerkship orientation and end-of-clerkship Shelf exam proctoring.
• Track and collect faculty evaluations and ensure deadlines are met.
• Ensure compliance with ACGME and Residency Review Committees requirements.
• Maintain Grand Rounds speaker schedule and CME coordination.
• Provide administrative support for Neurology Residency program activities.

Skills

Verbal communication

Written communication

Interpersonal skills

Discretion

Problem solving

Organizational skills

Education

Bachelor's degree

College/university degree in related field

Tools

Word processing

Spreadsheets

Databases

Job description

Department

BSD NEU - Medical Education

About the Department

The Department of Neurology at The University of Chicago Medical Center has a great history and tradition, having made significant contributions to neurological training, clinical care, and the basic understanding of neurological disease.

Job Summary

The Education Coordinator is responsible for all administrative aspects of the Department of Neurology's weekly Grand Rounds and medical student education programs.

Responsibilities

• Works with the Clerkship Directors and other faculty leadership to develop and manage complex MS3 and MS4 student schedules, ensuring consistency with rotation requirements, prerequisites, student and section scheduling needs, rotation capacity, sequencing requirements, and other programmatic considerations.
• Coordinates and manages schedules and related administrative activities for MS3 and MS4 students, including visiting MS4 students and international medical students.
• Coordinates with Human Resources, Global Health, and Academic Affairs regarding institutional requirements, documentation, and administrative processes for international students and visitors.
• Coordinates clerkship orientation, proctors the end-of-clerkship Shelf examination, and serves as a primary administrative resource and liaison for students, faculty, and departmental leadership regarding medical student and visitor rotations.
• Tracks faculty completion of required evaluations for medical students, follows up on outstanding evaluations, and assists in ensuring that evaluation requirements and established grading deadlines are met.
• Identifies and addresses administrative and scheduling needs within the medical student education programs and ensures compliance with applicable departmental, institutional, educational, and regulatory requirements.
• Manages all administrative aspects of the Department of Neurology's weekly Grand Rounds program, including development and maintenance of the speaker schedule, coordination and communication with invited speakers, travel arrangements and related logistics, collection of required documentation, and coordination with the Continuing Medical Education (CME) Office to ensure compliance with CME requirements.
• Provides administrative support for specific functions of the Neurology Residency Program, including schedule maintenance, tracking completion of faculty evaluations for residents, and assisting with designated program activities and administrative requirements.
• Serves as a key liaison among program leadership, faculty, trainees, students, University and Hospital personnel, and outside individuals and organizations.
• Works autonomously, demonstrates initiative, and independently identifies and addresses administrative needs, priorities, and potential issues. Exercises sound judgment in managing assigned activities and projects and takes appropriate action to ensure responsibilities are completed accurately and within established deadlines.
• Maintains a high level of organization, foresight, attention to detail, and communication in coordinating multiple educational programs, schedules, deadlines, and competing priorities.
• Participates in day-to-day operations of accredited and non-accredited residency and fellowship training programs and ensures compliance with organizations such as the American Council of Graduate Medical Education (ACGME) and Residency Review Committees (RRC).
• Coordinates and interprets requirements of the training program, including accreditation, duty schedules, evaluation process, resident/fellowship recruitment, Match process, orientation and employees relations.
• Performs other related work as needed.

Minimum Qualifications

Education: Minimum requirements include a college or university degree in related field.

Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications: ---

Preferred Qualifications

Education: Bachelor's degree.

Experience: Previous experience within an Academic Medical Center environment.

Experience: Previous UME and/or GME experience.

Preferred Competencies

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to handle public contacts with courtesy, clarity, and diplomacy.
• Ability to handle sensitive and confidential situations and information with absolute discretion.
• Excellent problem-solving skills.
• Ability to follow an issue through to resolution.
• Considerable skill in working both independently and as a team member.
• Proficiency with word processing applications and spreadsheets and databases.
• High attention to detail and the ability to perform multiple tasks, and excellent organizational skills.
• Independence in decision making and judgment, ability to work with minimal supervision and function both as a team member and be involved in program problem solving.

Application Documents

• Resume (required)
• C