Coordinator Student Programs

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Oversees and coordinates all aspects of Family Medicine Student Programs and provides administrative support to Family Medicine Student Programs Faculty.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Bachelor’s degree in Business, Education, Healthcare, Administration, or related field OR;

High School Diploma or Equivalent AND Four (4) years of administrative assistant experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Establishes and maintains a working relationship with the WVU School of Medicine Office of Student Services, Admissions and Records, Family Medicine staff, faculty, residents, and physicians throughout the State of West Virginia

2. Obtains block rotation schedules from the Office of Student Services through SOLE for the academic year and initiates scheduling of facilities and media equipment for each block rotation.

3. Oversees budget for clerkship expenditures from State funding.

4. Oversees annual contract renewal of departmental student scheduling platform.

5. Initiates, prepares all modification, addition, and evaluation forms of the course for the Clerkship Director to review and submits to the appropriate entity.

6. Initiates, prepares, and confirms orientation scheduled for each rotation.

7. Schedules and confirms each orientation faculty lecturer.

8. With direction from the Clerkship Directors, gathers information and updates online clerkship course syllabus.

9. Manages APP student rotation requests and approves/denies as appropriate.

10. Confirms dates of on campus/clinic assignments for students.

11. Initiates, schedules, and confirms students in multiple clinical settings.

12. Posts students that are to be placed on the Family Medicine On-call schedule.

13. Coordinates and supervises MD, NP, & PA student rotations. Prepares and submits rotation evaluations.

14. Schedules, confirms, and sets up room and media equipment for each MS 3 and didactic lecture presentation.

15. Maintains contact with students throughout the rotations. Reports problems to the Directors.

16. Plans and implements all aspects of the annual summer externship programs by recruiting rising second year medical students, setting up student assistants for payroll, organizing and scheduling an orientation, and placing students with preceptors throughout the state of West Virginia.

17. Assists with collection and analysis of test performance data.

18. Provides hardcopies of presentations, guidelines, report form, and checklist to students. Collects information upon return from rural rotations.

19. Responsible for monitoring Clerkship curricular outcomes through use of student driven electronic survey tools such as E-Value.

20. Assigns evaluations and tracks submissions through eValue and/or Microsoft Forms.

21. Supervises student externs.

22. With direction from the Clerkship Directors, responsible for online submission of student’s final grades utilizing STAR (Student & Technology Achieving Results).

23. Provides written and/or verbal reports to Departmental Faculty Meetings and Clerkship Directors meetings in the absence of Clerkship Director.

24. Recruits, organizes, arranges, and facilitates attendance for medical students to attend national conferences. Prepares and submits travel reimbursement.

25. Assists Director of Student Division with the implementation of Objectives of a federally funded grant for student programs. Works with Family Medicine EBO regarding PCard transaction and expenditures.

26. Serves as initial contact for internal and external communication for the Department of Family Medicine Division of Student Programs and assigned faculty members. Receives and screens incoming calls for the Family Medicine Student Division and assigned faculty members. Independently responds to routine inquiries and determines who could answer call and routes appropriately.

27. Initiates, prepares, and proofreads correspondence and manuscripts for Student Programs and assigned faculty members in the Department of Family Medicine. Delegated to sign memos/letters in absence of author.

28. Schedules and confirms travel arrangements for faculty travel. Obtains receipts, prepares, and submits travel expense forms for reimbursement.

29. Schedules and confirms meeting dates and facilities for the Division on a rotating schedule to include campuses in Charleston and Eastern Division. Prepares and distributes agendas and pertinent material prior to the meeting. Attends meetings as a committee member, prepares written minutes and distributes to committee members.

30. Prepares and maintains a variety of records and reports for faculty Promotion and Tenure purposes.

31. Maintains and updates Director and assigned faculty CV and promotion and tenure documentation for Department of Family Medicine files.

32. Provides administrative support for the Department of Family Medicine Vice Chair of Education, Clerkship and Course Directors, and other assigned faculty.

33. Assists during absences or peak times with other ongoing activities of the Division or Department programs. .

34. Maintains Family Medicine sites housed in SOLE. Updates include course information, clerkship requirements, curriculum, online assessments, daily schedule, modules, and SOM links.

35. Maintains and updates Family Medicine student programs main pages located on the School of Medicine website.

36. E-Value – Maintains the course portfolio.

37. NBME – Orders online exam and enters the students into the roster for the date and time that they will take the exam.

38. Serves as proctor of MS3 clerkship mid-term and final examinations.

39. Works collaboratively with Program Specialist 756 and maintains a thorough understanding of the duties of this position, assists as needed and is able to cover during absences or peak times

40. Responsible for managing all aspects of other various student programs and groups which may include but is not limited to submitting grant applications, recruitment/interviewing program candidates, supervision of program/group participants and coordination of events or learning experiences.

41. Assists with student led programs that are associated with our department, such as FMIG and MUSHROOM.

42. Prepares reports of student data for Clerkship Director meetings.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for long periods of time at a computer.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND ABILITIES:

1. Ability to maintain a high level of professionalism and confidentiality at all times.

2. Ability to learn software programs such as Microsoft office, SOLE, and E-value.

3. Ability to learn new software and updates.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8040 UHA Family Medicine

Address:

6040 University Town Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

 

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.