Medical Student Program Coordinator

Job Summary:

Reporting to the Associate Administrative Director, MedEd, the Medical Student Clerkship Coordinator position will provide overall high-level support to Medical Student Education Program primarily by coordinating the Traditional Clerkship, including Clinical Skills Sessions and Didactics series for the traditional clerkship, support of the PISCES Longitudinal Clerkship Clinical Skills Session and site scheduling plus PISCES School didactics. Specific duties include primary interface with all clerkship sites, site administration of the Mission Bay/Mt. Zion clerkship site, proctoring exams 7 times a year; preparing student orientation materials and presentations; assistance with coordinating education program research and student research opportunities alongside the Medical Education Director; primary initiator of clerkship student assessment and grading needs, plus general course coordination. This position also is the point person in coordinating the Volunteer Clinical Professor (VCP) program. The major functions are communicating as the department representative with the volunteer professor and HR representative, managing the volunteer clinical faculty (VCP) database, and producing annual evaluation reports for academic and non-VCP instructors. This position will also interface with ENACT (UCSF-Stanford Endometriosis Center for Discovery, Innovation, Training and Community Engagement) on specifics related to Endometriosis research. This role also serves as backup for the F1 and Undergraduate Research Internship (URI) Administrator on various tasks and provides support to the Associate Administrative Director and Faculty Program Directors. There may be other duties as needed.

DEPARTMENT INFO:

The Department of Obstetrics, Gynecology and Reproductive Sciences (Ob, Gyn & RS) is a major academic Department in the School of Medicine, engaged in clinical, research and training activities at the Parnassus, Mt. Zion and San Francisco General Hospital campuses, the Betty Irene Moore Women’s Hospital at Mission Bay, as well as satellite locations throughout the Bay Area, with an annual operating budget of $146 million. The Department has 111 full-time faculty, 117 other academic appointees, 13 post-doctoral fellows, 20 clinical fellows, 32 residents, 138 voluntary clinical faculty and 270 staff. The mission of the UCSF Department of Ob, Gyn & Reproductive Sciences is to improve the lives and health of all women through excellence, innovation and leadership in Patient Care, Scientific Discovery, Education, Advocacy, Diversity, Equity, and Inclusion. “Leading the way in women’s health.”

The mission of the Department of Obstetrics, Gynecology & Reproductive Sciences is to improve the lives and health of all women through excellence, innovation and leadership in patient care, scientific discovery, education, advocacy, and diversity, equity and inclusion. We are committed to providing quality health care services; educating health care providers and investigators; and conducting research to advance knowledge in our field.

Reasonable accommodation(s) to qualified individuals with disabilities are available as part of the application and interview processes. If you would like to request accommodations, please contact the recruiter or hiring manager. If workplace accommodations are needed after a job offer is made, please contact the supervisor and/or Disability Management Services (DMS) at (415) 476-2621 to initiate the interactive process.

Required:

• Bachelor's degree in related areas and minimum 2-3 years’ experience in educational administration and/or academic project coordination (such as logistics or coordination of small to large meetings/events or trainings).
• Basic knowledge of administrative analysis and operations research. Acquiring skills in developing and implementing processes and systems. Familiarity with the administrative and operational implications in a program.
• Ability to analyze, troubleshoot and recommend (and implement) solutions
• Strong skills in verbal, written, and listening communication. Ability to respond to questions and requests in a professional, helpful, and timely manner.
• Demonstrated strong interpersonal skills and the ability to build and maintain effective working relationships with faculty, staff, learners, and others within the department.
• Excellent organizational and  analytical skills, plus demonstrated attention to detail. Ability to work with extremely complex faculty calendars / schedules requires extremely well organized and detail-oriented precision.
• Investigative, data analysis, and reporting skills. Ability to generate computer reports, checking for errors, correcting and submitting accurate reports. Skills include entering, maintaining, extracting, and analyzing data in electronic systems.
• Experience with MS Office Suite applications (e.g. Word, Excel, PowerPoint and Outlook) and Zoom and other virtual meeting platforms.
• Ability to work independently and with others in a fast paced, deadline driven environment
• Establish and maintain effective interpersonal relationships with all levels of staff and learners within the department.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.
   

Preferred:

• Basic knowledge of relevant policies and regulatory requirements for Medical Education. Basic knowledge of health professions education industry.
• Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues.
• Experience using UCSF systems: MyAccess, Bearbuy, Advance, MyExpense, Oracle, MyTime.
• Knowledge of educational technology and systems. Ability to troubleshoot and triage related technology issues.

% 

of time

Essential Function (Yes/No)

  

Key Responsibilities

(To be completed by Supervisor)

30%YESCoordinate implementation of medical education program competencies, performance and program evaluations, and trainee exams for the Traditional Clerkship and the PISCES Longitudinal Clerkship.25%YESAssist with logistics and event coordination for all F2-related Medical Education related events and didactics. Assist the Faculty Program Directors calendaring. Assist in projecting costs, monitoring the budget and financial tracking for Medical Education events, programs and related activities.10%YESCoordinate record keeping and processing of all required documents, maintaining complete files for medical education students and volunteer clinical professors.10%YESEducation Research Projects: Coordinate program’s education research projects. Serve as point person for prospective medical education program participants; answer questions and disseminate program information. Interface with ENACT (UCSF-Stanford Endometriosis Center for Discovery, Innovation, Training and Community Engagement) on specifics related to Endometriosis research.10%YESCreate documentation for medical education program participants and faculty regarding learner  evaluations, curriculum evaluations, and rotation experience evaluations. Generate regular reports assessing individual program statistics, overall effectiveness to present to Faculty Program Directors.10%YESCollaborates with department entities and staff, plus collaboration with all medical education specialties and programs. Participate in work groups, teams, task forces and committees to support ongoing medical education program functions for the School of Medicine and the Department of OBGYN & RS.5%YESMaintain program websites to ensure accuracy of information and implement new ideas on ways to improve communication of program requirements and deadlines.100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)