Medical Student Program Coordinator

Job description

DescriptionUniversity of Colorado l Anschutz Medical Campus
School of Medicine, Department of Obstetrics and Gynecology
Medical Student Program Coordinator (Academic Services Senior Pro)
Position #0002643 – Requisition #19576

* Applications are accepted electronically ONLY at *

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The Department of Obstetrics and Gynecology has an opening for a full-time University Staff (unclassified) Medical Student Program Coordinator position.

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here. 

Nature of Work:
The Department of Obstetrics and Gynecology is seeking applications for a Medical Student Program Coordinator. This full-time, University Staff (unclassified) position is responsible for overseeing the day-to-day operations of the Medical Student Clerkship and coordinating all medical student educational activities in the Department. This position will act as a first point of contact and liaison for all medical students, faculty, residents, community faculty, site personnel and school administration, and must be knowledgeable about medical education in general, the clerkship, the student programs within the Department, and its relationship with other clerkships in the University of Colorado. This role will retrieve, maintain, and tabulate the records of student performance for each course, and must ensure that all aspects of a clinical course operate in a smooth, timely, and professional manner. It is expected that this position will understand the curricular goals, policies, and standards of the specific clerkship or clinical course, department, and medical school.

Examples of Work Performed: 

Medical Student Program Coordination:

  • Manage daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise. Maintain timely and up-to-date enrollment and student information for clerkship in OASIS, Canvas, Logger (aka Clinical Experience Log) and Oasis (evaluation system) and oversee any updates to the Ob/Gyn medical student education website section. 
  • Provide primary support for the Clerkship Director in all matters relating to the clerkship, function as a representative at committee meetings.  
  • Organize, schedule, and participate in the clerkship orientation; prepare materials for orientation and other clinical course materials as needed; prepare and post site assignments and schedules for clerkship activities, including scheduling personnel, venues, and refreshments. 
  • Working with the Clerkship Director, recruit faculty for clerkship teaching and ensure retention; prepare and collate faculty teaching evaluations and letters of gratitude for participation.
  • Monitor the student formative and summative evaluation process and maintain complete and accurate student files. Notify course director of any performance red flags or discrepancies.
  • Participate in the grading process and prepare final grades for submission via the Oasis online evaluation systems. Ensure final grades are reported timely to the Registrar’s office.
  • Administer National Board of Medical Examiners (NBME) shelf examinations or other required examinations, following all NBME requirements regarding security of examinations and proctoring are met. For internally-developed examinations, work with the Office of Medical Education Services to deliver answer sheets and record individual student scores.
  • Prepare data analysis reports and assist in development of annual reports. Requires knowledge of descriptive statistics and spreadsheets. Tabulate course evaluation results after each session and summarize results for the course director.
  • Participate in departmental, institutional, community, or national meetings as ongoing professional development, and remain informed about current academic trends.  Attendance at these meetings will allow the Administrator to assist in faculty development. 
  • Regularly communicate with the Assistant Coordinator and directors at other sites concerning schedules, course requirements and evaluations, and other student and faculty issues.
  • Arrange all hospital and off-site Computer and Badging access documents. 
Program Oversight, Analysis, and Improvements: 

  • Support directors and analyze program evaluations, low evaluation scores and concerns raised at exit interviews, exam scores, etc.; identify problems and provide directors with suggestions for addressing them. (e.g. Continue work educating faculty about how to write appropriate student evaluations, reopen evals, send individual emails with guidelines, discuss guidelines at meetings). 
  • Assist directors with agenda for medical education program, medical student education council meetings, and site meetings. 
  • Implement improvement plans, ensuring the program follows SOM and LCME policies and requirements. Produce reports as needed. 
  • Manage student program database development project and maintenance. 
Support New Curricular Projects: 

  • Support directors’ projects, pilots and departmental education, and research projects.
  • New course curriculum, liaison with new longitudinal programs.
  • New technology quality improvements.
  • Help develop continuity improvements.
Third-year Medical Students- Ob/Gyn Clerkship Coordination: 

  • Oversee clerkship coordination at six Ob-Gyn sites in Colorado, set up and conduct annual site visits to review site evaluations, discuss best practices, problem solve and offer support for making improvements, with program director.  
  • Function as a liaison with longitudinal third-year clerkships at Memorial Hospital and Denver Health; support site directors regarding evaluations, difficult student communications, etc.
  • Act as a liaison between the students and site schedulers and coordinators.  
  • Supervise the coordination of the faculty lecture series for students, greet lecturers, set up technology needs, use time to inform students and answer their questions.
  • Conduct student orientation for every rotation and arrange clinical skills training sessions that occur throughout each block.  
  • Manage and help develop resources for online student learning website, Canvas including educational films, online learning modules, medical dictionaries, site specific information for 6 sites, etc.; ensure that students understand competencies, evaluation system and assignments.
  • Manage and oversee Oasis evaluation system for students, faculty, and residents at all six sites for all rotations.
  • Proctor final exams, manage student files and prepare them for the Director so grades can be assigned. 
  • Work with UME to ensure that policies and curricular goals are met, students get grades and information for courses
  • Organize and maintain feedback mechanisms on each of the 50-200 medical students: assign preceptors for feedback, send reminders to preceptors to ensure timeliness, collect and organize mid-rotation feedback, and summarize feedback for course director and for MSPE. 
Sub-internship and MS3-4 Electives Coordination

  • Advise third and fourth year medical students and visiting students regarding elective program offerings. 
  • Manage and develop resources for students regarding elective programs including website, online learning modules, textbooks. Manage VSAS application process and review applications from outside students, write notes of acceptance, process
  • Ensure that sub-internship directors understand student schedules, policies, attendance, make up work, grades, etc.
  • Orient both visiting and UC students during the rotation. Manage and set up the Oasis evaluation system for students, faculty, and residents. Manage student files and prepare them for director to assign grades. File grades with UC as well as with outside institutions. 
  • Organize and maintain feedback mechanisms on each of the 50-200 medical students: assign preceptors for feedback, send all reminders to preceptors and follow-up to ensure timeliness, collect and organize mid-rotation feedback, summate feedback for course director. Gather feedback data from evaluations for MSPE. 
Student Career Information:

  • Oversee O-Gyn first and second year student interest group for annual planning and implementation of events.  
  • Manage and prepare files for students who are matching in Ob-Gyn residencies for their interview with the Program Director.
  • Oversee updates for the medical student opportunities brochure, the residency matching process information letter, career adviser list, and other informational materials
Event Planning:

  • Manage Ob/Gyn career events for students over all 4 years of medical school. 
  • Oversee invites, resources and materials for distribution, room reservations, recruitment of appropriate faculty and resident speakers, catering, etc. 
  • Coordinate and attend several campus events including residency informational meetings, research opportunities, site director dinners, match student dinner, and annual career dinner.
Salary and Benefits:

The salary for this position beings at $43,064 and is commensurate with skills and experience.

This position is not eligible for overtime compensation. 

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
Total Compensation Calculator:

Diversity and Equity:
The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected] 

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees. 

QualificationsMinimum Qualifications:

  • A bachelor’s degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.
  • Two (2) years of experience working in higher education.
Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.

Required: Applicants must be the minimum qualifications at the times of hire. 

Preferred Qualifications:

  • Experience working with a Learning Management System (LMS) and evaluation system.
  • Experience working with graduate students and/or graduate medical education students.
Competencies/Knowledge, Skills and Abilities:

  • Ability to interrelate with medical students.
  • Ability to work independently.
  • Ability to represent departmental activities, issues and concerns, and communicate committee decisions back to director.
  • Ability to understand the major responsibilities of other interacting departments (i.e., Office of Curriculum, Office of Student Affairs, Office of Medical Education Services, Registrar, Office of Academic Computing, and Purchasing).
  • Familiar with the medical school calendar and catalog, particularly with respect to how the Department’s clerkship and electives relate to the overall curriculum. 
  • Understand institutional policies and procedures.
  • Ability to communicate effectively, both in writing and orally. 
  • Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
  • Outstanding customer service skills.
  • Demonstrated commitment and leadership ability to advance diversity and inclusion.

Job Category: Academic Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Nov 13, 2020
Unposting Date: Ongoing




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Job No:
Posted: 11/15/2020
Application Due: 2/13/2021
Work Type: