Program Manager - Clerkship

Job Description

Job Description

Job Summary :

The Undergraduate Medical Education (UME) program manager is an essential team member within the Office of Medical Education that participates in an array of administrative oversight functions as leader of the Pre-clerkship or Clerkship Curriculum team.

Under the direction of the Director, Office of Medical Education, the UME manager will assist in all aspects of the Pre-Clerkship or Clerkship curriculum.

Office of Medical Education Support :

• Collaborates the Director of the Office of Medical Education with managing pre-clerkship or clerkship curricular activities and the designated team of pre-clerkship or clerkship coordinators, ensuring that the medical degree (MD) program goals and objectives are accomplished.
• Oversees curriculum coordinators and ensure administrative support is provided to the Pre-Clerkship or Clerkship Phase Subcommittee, which includes working with the designated subcommittee chair to schedule meetings, set meeting agenda, record meeting minutes, and manage meeting deliverables to submit to EPCC.
• Oversees the team of Pre-Clerkship or Clerkship Coordinators to administer on-boarding logistics for new students and liaises between the Coordinators and the Office of Medical Education and the Office of Medical Student Affairs and Admissions to coordinate preparation and delivery of their on-boarding requirements at CDU College of Medicine and the Affiliated Clinical Sites.
• Oversees that the team of Pre-Clerkship or Clerkship Coordinators maintain medical student profiles (including attendance, mid-course or clerkship feedback, patient logs, workload, learning climate, examination results, grading) in centralized student management system.
• Support professional development efforts for the team of Pre-Clerkship or Clerkship Coordinators, the designated Pre-Clerkship or Clerkship Directors, Site Directors, Faculty and Administrative Staff.
• Participates in Medical Education workshops and committees of the AAMC and produces curriculum reports incompliance with AAMC and LCME policies.

Lead Pre-Clerkship Course or Clerkship Coordinator

• Provide oversight, supervision and training to course / clerkship coordinators and administrative staff supporting medical education directors of clinical education, biomedical science education and research education.
• Efficient preparation and communication of curricular information to course or clerkship coordinators, directors, content leaders, faculty, and students
• Oversight of medical school course or clerkship coordination Oversees that their team of Course or clerkship coordinators prepare and disseminate course or clerkship materials and syllabi
• Oversight of medical school course or clerkship coordination Scheduling of learning sessions including room reservations
• Oversight of medical school course or clerkship coordination Timely management and maintenance of the on-line course materials in the learning management system (LMS)
• Oversight of frontline coordinator contact and liaison between coordinators and students, faculty, and course co-directors.
• Oversight of medical school course or clerkship coordination Coordination of exam preparation and evaluation process for all course or clerkships with timely submission of results, grades and narratives on students to meet curricular deadlines, including coordination the proctoring of exams by the team of coordinators.
• Oversight of the coordinators’ attendance and participation in curricular committees and other curricular related meetings
• Oversight of the coordinators curricular projects and tasks as assigned by the Assistant and Senior Associate Dean - The candidate must be able to multi-task, with a strong focus on organization, be able to balance the needs of various roles, and be able to manage multiple priorities from a diverse set of coordinators and their directors.

Essential Duties and Responsibilities :

Communication

Maintains web-based communication for courses : Course learning management system (LMS) updates, proofreading for grammar, spelling, and errors.

Edits, facilitates, manages, and communicates group assignments and general course information. Instructs and assists faculty in the use of the LMS.

Submits grades into student information system (SIS) and monitors SIS schedule.

Assist with COM activities as directed by the Director of the Office of Medical Education.

Assigned Task

Oversees that the team of Course of Clerkship Coordinators attend to Scheduling / Daily Schedules / Misc. Day-to-Day Functions of the Coordinators such as their ability to : Coordinate scheduling of sessions and multiple mandatory course requirements ensuring that all necessary facilities are reserved and operational for course sessions.

Responsibility for assembling and distributing course materials including syllabi in multiple formats. Obtain and maintain knowledge base regarding educational space including location, capacity, audiovisual equipment availability, basic operation, and troubleshooting.

Communicate with faculty and guests in advance to arrange for their needs. Troubleshoot as necessary to resolve time conflicts, room problems, and other logistical issues encountered by students or faculty.

• Providing overall administrative support to Course Directors : Administers to make sure the team of coordinators have the ability report to proper units / departments and students with updates to dates / locations / academic material sent out as needed, arranging for facilities, maintenance of efficient filing system, when necessary, assistance with exams as well as facilitating evaluations, annual review preparation and participation, purchasing of supplies and services, overall organization, maintenance and scheduling of academic components or the curriculum courses.
• Oversees that the coordinators attend course-related meetings attended by teaching faculty, staff or students including preparing materials, making all necessary arrangements for room reservations, set up / break down, and refreshments.

On an ongoing basis, keep the course directors and administrators informed of academic performance issues or concerns. Front line contact with faculty, students, and departments, including handling routine office matters and special projects assigned by Course or Clerkship Directors, administrative director, director for foundational sciences and Undergraduate Medical Education office.

Handle student and faculty academic and administrative concerns and grievances on a regular basis.

STAFF LEVEL CORE COMPETENCIES

Service

Represents the university in a positive manner focusing on our core values which drive innovation and discovery, respect people, serve our community, value integrity, and embrace diversity and inclusion.

Safety & Quality

• Contributes to the overall organization's process improvement activities. Demonstrates critical thinking skills in identifying and analyzing problems and recommending solutions.
• Promotes a culture of safety as it relates to identifying safety and security risks proactively and working to prevent injuries and harm to patients, visitors, or members of the university community.

Observes the patient safety goals and commits to safe behavior and standards.

People

• Demonstrated leadership ability and the communication skills to create an appropriate team environment among the coordinators they oversee.
• Demonstrates sensitivity to patient / family special needs, and the ability to address each patient's special needs (e.

g. unique personal history, physical limitations, belief system, language, communication style, literacy, health status).

• Takes an active role in personal and professional development. Completes mandatory education requirements within designated time frame.
• Uses ethical principles to guide decisions and actions. Recognizes the value of each individual within a diverse and multicultural environment.

Treats others with respect and dignity. Supports the university code of conduct and our mission, vision and values.

Demonstrates / models effective communication skills when interacting with customers, visitors, patients and co-workers.

Gives and accepts constructive feedback to their team of coordinators. Welcomes and assists with orientation of new staff.

Other Duties and Responsibilities :

Performs other duties as assigned.

EDUCATION :

• Minimum : Bachelor’s degree from a regionally accredited institution.
• Preferred : Master’s degree from a regionally accredited institution.

EXPERIENCE :

Minimum : 1 year of managerial and / or senior administrative experience in a health care or higher education setting.

At least 3 years of relevant work experience in a health care or higher education setting.

Preferred : 2 years of managerial and / or senior administrative experience in a health care or higher education setting.

KNOWLEDGE / ABILITIES / SKILLS :

• Excellent written / oral communication.
• Analytical and computer skills.
• Advanced skills in spreadsheets, databases and scheduling tools.

COMPLEXITY :

The ability to perform highly detailed work with sustained attention and care while providing / obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS :

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.

Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high / low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK 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.

Occasionally required to work in confined space.

MENTAL DEMANDS :

The mental 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.

Frequent variety of unrelated tasks. Constant calculating, interrupted work, a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements :

• Ability to work effectively with a diverse community.
• COVID-19 Vaccination : As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community.

As a condition of enrollment and employment, proof of the newest COVID-19 booster will be required for CDU students, faculty, and staff entry to the CDU campus.

Please note that vaccination requirements may change as our Federal, State, and local public health laws change. Requests for disability and religious accommodations from faculty and staff will be evaluated consistent with the law and University policies and procedures.

On-site position.

Compensation :

• $70,000.00-$85,000.00
Position Status :
• Full Time
• Full Time

EEO Statement : Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement : Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local Fair Chance laws.