Clinical Education Coordinator
About The Position
The Clinical Education Coordinator (CEC) manages the day-to-day administration of medical student education in the Department of Emergency Medicine. The CEC supports the Emergency Medicine Clerkship Director, the Chair, and the Senior Administrator, and serves as the first point of contact for students, faculty, residents, affiliated clinical sites, and School of Medicine offices regarding Emergency Medicine rotations and related programs. The position coordinates third-year rotations, fourth-year sub-internships and selectives, electives, visiting students, and pre-clinical, research, and enrichment programs across multiple affiliated sites. It ensures students are onboarded, scheduled, evaluated, and graded on time and in accordance with NYMC policy and accreditation standards, while helping standardize processes across sites and clinical departments. The position is based in person at the NYMC campus (Skyline office) and requires monthly travel to affiliated hospitals in New York City for site visits and student tours, with additional visits as departmental needs require. Hospital settings may involve exposure to clinical environments. The role requires strong organization, proactive follow-through, attention to detail, and timely communication.
Requirements
- Bachelor's degree required.
- Minimum of two years of administrative experience in higher education or a health care setting required.
- Intermediate to advanced proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and Planner, and in Zoom.
- Ability to manage multiple cohorts and deadlines while maintaining strong organization and attention to detail.
- Ability to verify information before submitting it.
- Proactive and independent approach, with persistent follow-up and early escalation of issues.
- Excellent written and verbal communication and interpersonal skills with staff, faculty, and students at all levels.
- Reliability and high ethical standards, honesty, and integrity, including accurate time and attendance reporting.
- Ability to seek, accept, and act on feedback and work effectively as a team member.
- Ability to move between campus buildings and hospital sites.
Nice To Haves
- Collaborative Institutional Training Initiative (CITI) certifications; certifications can be obtained through NYMC.
- Experience with learning management or evaluation systems used in medical or higher education, such as LEO or VSLO.
- Ability to learn institutional systems such as Banner and CourseDog quickly.
- Experience in medical education or working with clinical affiliates.
Responsibilities
- Manage Emergency Medicine rotations for NYMC and visiting students, including third-year rotations, fourth-year sub-internships and selectives, and electives such as ultrasound and other specialty electives.
- Prepare, maintain, and distribute student schedules across affiliated sites; coordinate changes, absences, and make-up shifts with the Clerkship Director.
- Submit and verify annual and per-block site capacity to the Office of Undergraduate Medical Education, confirming availability with site and elective directors.
- Schedule and coordinate orientations, didactics, conferences, simulation sessions, and room or Zoom reservations; conduct monthly site visits and student tours at affiliated hospitals.
- Track student attendance on shifts and required sessions.
- Manage each student's onboarding from assignment through the first day, including collecting, reviewing, and submitting required forms and packets to site offices by deadlines.
- Track individual onboarding status, follow up on missing items, escalate risks to the Clerkship Director, and respond to student onboarding questions.
- Assign evaluators and follow up with faculty and residents to ensure evaluations are completed on time in the School of Medicine learning management system (LEO).
- Compile final grades with the Clerkship Director and submit grade reports to the Registrar on schedule, resolving discrepancies promptly.
- Coordinate end-of-rotation examinations, including scheduling, rosters, and proctoring.
- Maintain complete and accurate student files, including absences, evaluations, grades, and exam scores, in line with NYMC record-retention policy.
- Support data collection for Standardized Letters of Evaluation, sub-internship interviews, and letters of recommendation.
- Administer VSLO for visiting Emergency Medicine students, including application review, placement coordination, onboarding, and communication.
- Coordinate onboarding, scheduling, and communication for summer research and shadowing programs, M2 preceptorships, Foundations of Clinical Medicine shadowing, and similar programs; confirm student lists with sites in advance.
- Serve as liaison among the department, UME, the Registrar, Student Affairs, Faculty Affairs, and affiliated-site administrative offices.
- Respond to students, faculty, and staff within one business day using NYMC email as the primary channel, copying the supervisor or Clerkship Director as directed.
- Maintain an accurate roster of teaching faculty and site contacts for affiliated sites.
- Coordinate student-facing departmental events, including communications, calendar invitations, room reservations through CourseDog, catering requests, and invoice processing with the School of Medicine finance and operations team.
- Track tasks and deadlines in the department's task-management system with supporting documentation, and provide written weekly status updates to the supervisor.
- Assist with continuous quality improvement, accreditation, and annual reports.
- Perform other projects and responsibilities as assigned.
