Ambulatory Clerkship & Medical Education Coordinator

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

Unit: School Of Medicine MBU

Department: School of Medicine

Duties & Responsibilities:

The Ambulatory Clerkship & Medical Education Coordinator is a multifaceted and critical position within the Office of Medical Education (OME). This role is responsible for the comprehensive administration of both the Ambulatory Clerkship and Career Exploration Electives (CEE). The administrator serves as a central hub, managing all logistics, communications, and administrative functions of the Ambulatory Clerkship and CEE to ensure the effective and efficient administration of these essential components of the medical student curriculum. This position acts as the primary liaison between students, faculty, residents, and departmental administration, while also providing essential support to the Clerkship Directors and the Office of Medical Education leadership. The role requires a deep understanding of educational policies, a proactive approach to problem-solving, and a high level of accuracy to maintain compliance with institutional policies and accreditation standards.

Ambulatory Clerkship Coordinator (75%):

• • Serve as the primary point of contact for the clerkship, facilitating timely, professional communication between students, preceptors, and clinical sites.
  • Administratively manage student rotation logistics, including timely clinical site assignments, schedule development, and duty hour compliance.
  • Maintain proactive communication to support preceptors, address issues, and ensure active, effective communication with students, preceptors, and sites.
  • Maintain comprehensive and accurate student data.
  • Continuously monitor student progress to ensure alignment with clerkship requirements and adherence to all established deadlines.
  • Promote completion of and analyze student evaluations, faculty/resident feedback, and monitor student completion of required clinical experiences, direct observations, and other clerkship-specific requirements.
  • Assist in the grading and evaluation process by coordinating preceptor evaluations, verifying grade accuracy, and ensuring the timely submission of required documentation.
  • Collaborate with Clerkship Directors to maintain a transparent, equitable process aligned with SOM policies, and support resolution of grading discrepancies, student appeals, or feedback concerns.
  • Facilitate grading committee meetings and assist the Clerkship Director in timely grade submission.
  • Track outcomes data and provide detailed, timely reports to the Clerkship Director, facilitating informed decision-making and support for student development.
  • Monitor site comparability data to ensure consistent educational experiences across all clerkship sites.
  • Schedule and organize all aspects of the clerkship orientation, didactic sessions, and other academic sessions, including planning and coordinating logistics, preparing materials, coordinating technology support services, scheduling rooms, and communicating with students in advance to promote a positive and supportive learning environment.
  • Manage the scheduling of didactic sessions by securing and coordinating with speakers, confirming their availability, and providing them with the necessary details.
  • Coordinate simulation assignments by working closely with the Simulation Center team to ensure all sessions are efficiently organized. 
  • Manage the two-year longitudinal ambulatory clerkship experience required for MD-PhD students. This includes tracking completion of requirements, facilitating orientations, and coordinating one-on-one check-ins for multiple cohorts progressing through their curriculum at different stages. Collaborate with the MD-PhD program faculty and staff, ensuring effective administration of the ambulatory clerkship experience for their students. This experience is separate from the four-week ambulatory clerkship requirement for traditional MD students.
  • Assist with curriculum planning, elective development, and implementation of innovative learning experiences.
  • Prepare reports and maintain documentation for LCME accreditation, institutional audits, and clerkship reviews.
  • Support continuous quality improvement through the analysis of student and faculty feedback and tracking clerkship outcomes.
  • Monitor faculty teaching assignments, participation, and evaluations; support departmental reporting for teaching metrics.
  • Contribute to strategic planning and the adoption of new technologies to enhance clerkship efficiency and student learning.
  • Ensure all faculty teaching in the clerkship have faculty or affiliate faculty appointments.
  • Distribute annual clerkship materials, including objectives, evaluation tools, policies, and teaching expectations.
  • Actively engage in regular OME and clerkship-related meetings and trainings.

M3 Career Exploration Electives (CEE) Administrator (20%):

• • Oversee the scheduling and organization of the career exploration elective for M3 students, including course listings, registration processes, and classroom assignments through inter-department collaboration.
  • Collaborate with technology constituents to implement the CEE lottery system, ensuring an efficient enrollment process.
  • Maintain an updated catalog of available CEE electives and ensure that elective descriptions and contact information are clearly communicated to students. 
  • Collaborate with curricular leadership to identify opportunities for faculty to develop new electives based on enrollment and student interest.
  • Promote completion of and analyze student evaluations and faculty/resident feedback to facilitate continuous quality improvement.
  • Monitor student progress in online elective courses and ensure the timely submission of final grades.
  • Maintain accurate records of CEE selections and performance, generating reports to support effective tracking and enrollment
  • Serve as the primary point of contact for faculty serving as elective directors, ensuring the timely dissemination of rosters and student updates. Conduct an annual review of the availability of each elective to facilitate effective planning and communication.
  • Maintain student registration in online courses during their CEE block via Aquifer, Canopy, and other relevant systems.
  • Participate in the Individually Designed Elective (IDE) review committee and serve as a liaison for M3 students who wish to utilize an IDE in their CEE block.

Administrative Support (5%):

• • Cross-train with and provide daily administrative support to the Office of Medical Education.
  • Serve as an exam proctor for Pre-Clinical Curriculum exams and assist with proctoring Clinical Shelf exams.
  • Collaborate with the OME leadership team to support the delivery of transition courses.
  • Actively participate in special programs, including, but not limited to all OME activities such as Student Honors Day, Faculty Teaching Awards presentation, Match Day, and SOM Graduation.
  • Perform other responsibilities as assigned. 

Qualifications:

Minimum Qualifications

• Bachelor’s degree or equivalent related work experience.
• Demonstrated ability to utilize web-based software, including Google Suite, Adobe Acrobat, and other web-based data collection tools. Proficiency with all Microsoft Office products.
• Demonstrated exceptional written and verbal communication skills, with a proven ability to engage effectively with diverse audiences.
• Strong organizational and time management skills with demonstrated ability to manage multiple priorities.
• Ability to work both collaboratively within the OME team and independently with faculty and students.
• Ability to maintain confidentiality and exercise sound judgment.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Minimum 2 years of experience in an academic setting, preferably with student affairs, medical education, or academic program coordination.
• Familiarity with medical education processes and clinical environments.
• Master’s degree or equivalent related work experience.
• Familiarity with LCME accreditation standards and undergraduate medical education structures.
• Experience using electronic learning or evaluation systems (LEO, MedHub, or similar).
• Knowledge of medical terminology, clinical workflows, and hospital systems (e.g., EPIC).
• Experience coordinating simulation or procedural training sessions.

Salary Range:$50,000-$60,000

FLSA Exemption Status: Exempt

Restricted Position: No

ORP Eligible: No

Position will remain open until filled.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!