Medical Coordinator III

Drexel University; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 52,000 - 79,000; Full time

Job summary

Drexel University College of Medicine in Philadelphia seeks a Medical Student Coordinator III to manage day-to-day medical student programs across 29 clinical sites in PA, NJ, MD, DE and CA. The role supports communications, housing, evaluations, and schedules for ~300 medical students.

The position requires strong communication, confidentiality, and coordination across departments, with extended hours to support faculty and students. Grant funding may apply.

Qualifications

• Bachelor's Degree or equivalent combination of education and work experience.
• Four or more years of demonstrated work experience in educational or medical setting.
• Proficient in Windows platform.
• Proficient in MS Word, MS Excel, and MS Access.
• Proficient in computerized calendars and e-mail systems.
• Excellent understanding of standard computer applications: word processing, database, and spreadsheet.
• High energy level and ability to work with minimal direction.
• Excellent organizational, interpersonal and communication skills.
• Must possess a well-developed sense of composure under stressful situations.
• Superior grammar, spelling and punctuation; excellent proofreading and editing skills.

Responsibilities

• Respond to all contact in a timely and appropriate manner.
• Provide direct administrative support for medical education functions to 1-2 clerkship directors.
• Be available to faculty, staff and students on campus as needed.
• Coordinate site visits and schedule with clinical sites.
• Develop agreements and coordinate schedules with clinical sites.
• Facilitate communication between DUCOM and clinical sites regarding medical education.
• Maintain routine communication with all clinical sites.
• Secure documents and maintain student files for accreditation and audit purposes.
• Assist with DOCSS training and troubleshooting.
• Generate routine and ad hoc reports from DOCSS and other sources.

Skills

Excellent communication

Organizational skills

High energy level

Discretion & confidentiality

Ability to work with minimal direction

Education

Bachelor's Degree or equivalent

Tools

MS Word

MS Excel

MS Access

Windows OS

Email/calendar systems

Job description

Located in the heart of Philadelphia, Drexel University is a comprehensive, global, R1-level research institution with a unique model of experiential learning that combines academic rigor with one of the nation's premier cooperative education programs . Drexel was founded in 1891 to provide educational opportunities for people of all backgrounds. Today, we continue to prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change. Learn more about Drexel and our shared values .

Drexel offers its highly engaged faculty and professional staff a comprehensive and world-class benefits package that includes generous vacation and paid time off as applicable (including civic engagement days), up to an 11% 403(b) Retirement Plan match with immediate vesting, and remote and flexible work options for many roles. Our exceptional medical plans include domestic partner and fertility assistance and our award-winning A Healthier U wellness program. In addition, faculty and professional staff at Drexel enjoy free tuition for themselves and their dependents for Drexel degree programs, certification, and non-certification programs. Drexel also participates in a tuition exchange program for dependents with other higher education institutions. For more information on our extensive benefit offerings, please review Drexel's Benefits Brochure .

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 [e-mail] and phase 2- [e-mail] 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.
• 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.

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

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 thisposition will vary based on thesuccessful candidate’s qualifications and experience, department budget, and an internal equity review.

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

Drexel University is an Equal Opportunity/Affirmative Action employer that welcomes individuals fromdiverse and neurodiverse backgrounds and perspectives, and believes that an inclusive and respectfulenvironment enriches the University community and the educational and employment experience of itsmembers. The University prohibits discrimination against individuals on the basis of race, color,national origin, religion, sex, sexual orientation, disability, age, status as a veteran or specialdisabled veteran, gender identity or expression, genetic information, pregnancy, childbirth or relatedmedical conditions and any other prohibited characteristic. Please visit our Policies page to view allUniversity policies related to Human Resources and News and Announcements for workplace postings.

Background investigations are required for all new hires as a condition of employment, after the joboffer is made.

Drexel University, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and CampusCrime Statistics Act (Clery Act) publishes the DrexelUniversity Security & Fire Safety Annual Report for current and prospective studentsand employees. This report contains important safety information and crime statistics for the previousthree years. These statistics pertain to reported crimes that have occurred on campus, in certainnon-campus buildings or properties that are owned or controlled by Drexel University, and on publicproperty within, or immediately adjacent to and accessible from the campus.

Printed copies of this report are also available by calling the Public Safety Administrative Office,215.895.1550.

Additional information about the services provided by the Drexel University Department of Public Safety can beobtained by visiting their website.