POSITION SUMMARY

Program Administrator A (Undergraduate Education Coordinator) will perform coordinating and professional administrative duties for the undergraduate academic programs and missions of the Department of Surgery. This position requires the incumbent to possess the ability to handle several projects at the same time with little or no supervision. This is a highly visible position and requires a professional level incumbent who is highly organized and can successfully interact with multiple departments across the institution and other healthcare facilities.
In addition, incumbent provides administrative support for the Director of Undergraduate Surgery Education as well as other clinical divisions as directed by the Business Manager.
The incumbent must possess the highest level of literacy and skill in the use of the English language and maintain the confidentiality of the student and patient care activities of the Department of Surgery. Incumbent must have good management and communication skills, as well as technical computer skills. The incumbent is expected to perform high level administrative duties based upon knowledge of the Director of Undergraduate Surgery Education’s views and/or verbal instructions. Routine supervision is received from the Business Manager of Surgery.
Regular attendance is required to perform the functions below:
Normal working hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Occasional overtime may be required. Lunch and breaks are dictated by workflow.
Incumbent will maintain customer-oriented awareness in acknowledging and responding to needs as they occur to assure that customer satisfaction is always met.

55% - UNDERGRADUATE EDUCATION COORDINATOR

The Undergraduate Education Coordinator is responsible for the coordination of the Surgery Clerkship and the Fourth-Year Surgery Rotations, including the implementation, assessment/evaluation, and management of academic and administrative activities to ensure fulfillment of learning objectives and clinical experiences.

• Incumbent works closely with the Director of Undergraduate Surgery Education to organize, plan, and coordinate educational activities of the department’s medical student teaching program.
• Every six weeks a new set of 18-26 medical students (MS-3) rotate to Surgery for didactic and clinical teaching. There is a test and an evaluation at the end of each rotation. Tasks include but are not limited to the following:
• Teaching: Maintains all syllabi (Surgery Clerkship and ten Fourth-Year Surgery Elective Rotations). Coordinates teaching schedules with the Director and faculty to ensure no conflicts or omissions. Maintains lecture calendar. Ensures that the information on lecture dates and times is delivered to appropriate personnel. Maintains and distributes clinical rotation schedule. Coordinates video conferences and sends out invitations for lectures.
• Evaluations: Organizes, distributes, and maintains permanent files on student evaluations. Demonstrates expertise in learning and utilizing One45, the paperless medical school student evaluation system. Manages all information in One45, Moodle, and myNBME. Attends clerkship coordinator meetings. Manages logistical and operational aspects of all class requirements.
• Works with clerkship leadership and faculty to develop, implement, evaluate, and manage all academic and administrative elements of the clerkship to ensure fulfillment of learning objectives and clinical experiences.
• Ensures consistent standards and objectives are met and assists students with completion of requirements associated with the clerkship including procedure lists, case logs, assignments, and other required activities. Monitors student progress and independently informs students of incomplete competencies or other course requirements.
• Contacts faculty periodically during the clinical rotation for student evaluations and grades. Compiles and enters grades in the One45 system. Advises clerkship director on progress, emergent issues, and suggestions for development of the program.
• Maintains all clerkship and course documents including confidential faculty evaluations, student evaluations and grades, and final clerkship evaluations and annual clerkship reports.
• Represents the clerkship at clerkship meetings, and other meetings, provides information, offers recommendations, and advances the interests of the program.
• Orders and proctors National Board of Medical Examiner (NBME) subject examinations
• Facilitates the clerkship student orientation and provides administrative clerkship information to students.
• Maintains efficient and effective daily management of clerkship rotation and communicates with the Clerkship Director on pertinent issues.
• Oversees and develops student instructional schedule in collaboration with course faculty. Works directly and independently with departmental faculty to schedule medical students during each clinical rotation throughout the academic year.
• Coordinates the remediation process for students during the clerkship as needed.
• Serves as liaison between students and clerkship director.
• Monitors student/faculty evaluation systems in One45 based on curriculum and educational experiences.
• Disseminates annual evaluation reports as appropriate.
• Works closely with the Surgery Program Administrator for Graduate Education to ensure coordination of activities.
• Works closely with Student Affairs and Academic Affairs Offices. Coordinates room reservations for all lectures and other activities.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Individual must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities and to possess
the necessary physical requirements with or without the aid of mechanical devices, to safely perform the essential functions of the job.
Individual must possess extensive knowledge of: Business English, spelling, punctuation, arithmetic, modern office practices and procedures, including record keeping methods, office functions, regulations, and procedures. Ability to understand and carry out oral and written instructions and to request clarification when needed; ability to maintain established records and files; ability to meet the public, students, and school administrators and to deal effectively with their questions or problems, seeking assistance when needed; ability to establish and maintain effective working relationships with co-workers and other employees, as well as administrative officials in other departments; ability to understand and interpret pertinent policies and procedures clearly and accurately.
Must be able to use computer software to include Microsoft Word, Excel, and PowerPoint programs.
Must be able to read and utilize periodicals, journals, manuals, dictionaries, and thesauruses.
Must be able to prepare business letters, summaries, and research grant proposals using the prescribed format and conforming to all rules of punctuation, grammar, diction, and style.
Must be able to speak clearly in conversation, in person and telephonically, with faculty, co-workers and the public, always responding in a courteous and professional manner.
All the requirements mandated by the Civil Service Commission for this classification also apply.

• Incumbent works closely with the Director of Undergraduate Surgery Education to organize, plan, and coordinate educational activities of the department’s medical student teaching program.
• Every six weeks a new set of 18-26 medical students (MS-3) rotate to Surgery for didactic and clinical teaching. There is a test and an evaluation at the end of each rotation. Tasks include but are not limited to the following:
• Teaching: Maintains all syllabi (Surgery Clerkship and ten Fourth-Year Surgery Elective Rotations). Coordinates teaching schedules with the Director and faculty to ensure no conflicts or omissions. Maintains lecture calendar. Ensures that the information on lecture dates and times is delivered to appropriate personnel. Maintains and distributes clinical rotation schedule. Coordinates video conferences and sends out invitations for lectures.
• Evaluations: Organizes, distributes, and maintains permanent files on student evaluations. Demonstrates expertise in learning and utilizing One45, the paperless medical school student evaluation system. Manages all information in One45, Moodle, and myNBME. Attends clerkship coordinator meetings. Manages logistical and operational aspects of all class requirements.
• Works with clerkship leadership and faculty to develop, implement, evaluate, and manage all academic and administrative elements of the clerkship to ensure fulfillment of learning objectives and clinical experiences.
• Ensures consistent standards and objectives are met and assists students with completion of requirements associated with the clerkship including procedure lists, case logs, assignments, and other required activities. Monitors student progress and independently informs students of incomplete competencies or other course requirements.
• Contacts faculty periodically during the clinical rotation for student evaluations and grades. Compiles and enters grades in the One45 system. Advises clerkship director on progress, emergent issues, and suggestions for development of the program.
• Maintains all clerkship and course documents including confidential faculty evaluations, student evaluations and grades, and final clerkship evaluations and annual clerkship reports.
• Represents the clerkship at clerkship meetings, and other meetings, provides information, offers recommendations, and advances the interests of the program.
• Orders and proctors National Board of Medical Examiner (NBME) subject examinations
• Facilitates the clerkship student orientation and provides administrative clerkship information to students.
• Maintains efficient and effective daily management of clerkship rotation and communicates with the Clerkship Director on pertinent issues.
• Oversees and develops student instructional schedule in collaboration with course faculty. Works directly and independently with departmental faculty to schedule medical students during each clinical rotation throughout the academic year.
• Coordinates the remediation process for students during the clerkship as needed.
• Serves as liaison between students and clerkship director.
• Monitors student/faculty evaluation systems in One45 based on curriculum and educational experiences.
• Disseminates annual evaluation reports as appropriate.
• Works closely with the Surgery Program Administrator for Graduate Education to ensure coordination of activities.
• Works closely with Student Affairs and Academic Affairs Offices. Coordinates room reservations for all lectures and other activities