Medical Student and Clerkship Coordinator, Department of Surgery

Position Summary:
The Medical Student and Clerkship Coordinator is responsible for supporting M1 - M4 medical student education in the Department of Surgery, working in collaboration with the Clerkship Directors, Department Chair, Vice Chair for Education, and Department Administration to ensure successful performance in regards to the department’s educational missions.

The coordinator independently oversees the day-to-day operations of the M3 Surgery Clerkship including organizing student records, scheduling lectures, coordinating evaluations and grading meetings, and ensuring compliance with LCME accreditation requirements.

They support M1, M2, and M4 students by engaging with surgical preceptors and student interest groups, overseeing the annual M4 Transitions to Residency course, facilitating medical student records access for research, and managing student shadowing, observership, and visiting students.

This role serves as a key liaison between students, faculty, department administration, and the School of Medicine, ensuring a cohesive and well-structured surgical education experience across all four years of medical student training.

DUTIES

Clerkship Program Management:

•Provide daily oversight of the M3 Surgery Clerkship and coordinate six 8-week rotations annually.
•Act as a liaison and facilitate communication between students, faculty, residents, department administration, and the School of Medicine.
•Maintain working knowledge of policies and procedures, goals, and requirements of the clerkship; advise affiliated faculty, residents, staff, and students on clerkship policies.
•Oversee ongoing clerkship activities including orientation, weekly lectures, feedback sessions, suture assessments, and skills workshops; includes scheduling presenters, reserving rooms, and arranging for tech support when needed.
•Ensure that faculty and residents are aware of their teaching responsibilities and assist in scheduling their participation in clerkship activities.
•Schedule, notify, and remind students and faculty of weekly didactic sessions and meetings.
•Schedule and organize skills sessions for students including suture, Foley, and NG tube workshops in SIM Center; recruit assistance from faculty residents to serve as instructors.
•Schedule, order and proctor the National Board of Medical Examiners (NBME) Shelf Exam for Surgery at the end of student rotations; Apply knowledge of EEO/AA testing requirements for students with disabilities.
•Organize and maintain records and clerkship materials, ensuring accuracy and confidentiality. Manage internal documents and utilize School of Medicine (SOM) database, LEO, for student files, evaluations, direct observations, attendance records, and grades.
•Manage the student evaluation process, including the collection, analysis, and reporting of evaluations from faculty and resident preceptors in LEO.
•Facilitate grading committee meetings and assist Clerkship Directors in submitting final grades through LEO.
•Prepare and distribute documents related to medical student education including handbooks, guidelines, and reports.
•Configure and distribute call schedule for medical students at the beginning of each rotation, incorporating knowledge of •Clerkship and duty hour requirements.
•Create survey to facilitate schedule of student placements on general and sub-specialty rotations.
•Provide administrative assistance to the Clerkship Directors as needed. This may include the development of reports and providing of written and verbal communications.
•Ensure compliance with LCME accreditation requirements and participate in clerkship review processes.
•Prepare reports on resident and faculty teaching quality and metrics. Send preceptor teaching evaluations to Residency Coordinators bi-annually; track faculty teaching participation for department TRAC metrics.
•Review end of rotation evaluations and annual GQ data to evaluate educational quality of clerkship and faculty teaching; collaborate with Clerkship Directors and Administration to support educational goals and initiatives.
•Work with Clerkship Directors and SOM to address student concerns, issues, and grade appeals as they arise.

M1, M2, and M4 Student Coordinator:

•Collaborate with SOM PCM to support M1 and M2 preceptors as needed.
•Act as point of contact for undergraduate shadowing program, observerships, external rotators, visiting students, and AIs; assist with onboarding paperwork as required.
•Coordinate and provide day-of-support for annual M4 Transitions to Residency (TTR), including schedule creation, room and equipment reservations, calendar invites, recruiting faculty for lectures and workshops, and communicating with students.
•Provide and monitor EPIC access for medical students conducting research
•Support of student interest groups and clerkship-specific interest group(s) if existing

Department Administrative Support:

•Provide general administrative support for the Department of Surgery as needed.
•Assist with other duties, projects, and events assigned to advance Medical Education and other initiatives of the Department (e.g. Research Day, Mock Orals, Interviews).
•Coordinate special projects, such as curriculum updates and clerkship program reviews.
•Provide accurate information and updates for Medical Student Education components of Department of Surgery website.
•Develop basic understanding of Residency and Fellowship coordinator roles and participate in cross-training to serve as a backup if needed.