Coord Student Programs

WVU Medicine•Aurora, CO

About The Position

Provide administrative support to Family Medicine, Third Year Clerkship, Family Medicine Residency, and Family Medicine Faculty.

Requirements

High School diploma or Equivalent.
Two years of experience as an administrative assistant.
Ability to maintain a high level of professionalism and confidentiality at all times.
Ability to learn software programs such as Microsoft office, SOLE, and E-value.
Ability to learn new software and updates.

Nice To Haves

Bachelor’s degree in Business, Education, Healthcare, Administration, or related field strongly preferred.

Responsibilities

Establishes and maintains a working relationship with the WVU School of Medicine Office of Student Services, WVU Office of Graduate Medical Education, Family Medicine Core Faculty and Residency Program Director and Associate Residency Program Director, Admissions and Records, Family Medicine staff, faculty, residents and physicians throughout the State of West Virginia
Obtains block rotation schedules from the Office of Student Services through SOLE for the academic year and initiates scheduling of facilities and media equipment for each block rotation. Assists Family Medicine Residency Manager in preparing schedules for current and incoming residents.
Prepares list of required textbooks for rotation and notifies WVU Health Sciences Center Bookstore of the quantity required to be purchased for the academic year. Assists Family Medicine Residency Program Manager in determining needs of incoming and current residents. Communicates (as directed) to residents.
Initiates, prepares all modification, addition and evaluation forms of the course for the Clerkship Director to review and submits to the appropriate entity. Assists the Residency Program Manager in preparation, modification, addition and evaluation forms for residents.
Initiates, prepares and confirms orientation scheduled for each block rotation. Assists Residency Program Manager in preparing and confirms residency schedules for current and incoming residents.
Schedules and confirms each orientation faculty lecturer. Assists Residency Program Manager with scheduling, confirming, and helping setup for didactic and resident lectures and presentations.
Gathers information and updates online clerkship syllabus and assists Residency Program Manager with residency program syllabus.
Posts orientation schedules to the Family Medicine Clerkship Sole site. Assists Residency Manager in posting and maintaining residency related items in SOLE.
Confirms dates of on campus/clinic assignments for students and residents.
Initiates, schedules and confirms students in multiple clinical settings during the eight-week rotation. Assists Residency Manager in scheduling/confirming resident continuity clinic schedules, nursing home rotations, and rotations in other departments.
Posts students and residents that are to be placed on the Family Medicine On-call schedule
Assigns each student to a Family Medicine faculty advisor and Composes correspondence independently to each advisor confirming responsibilities. Assists Residency Manager in resident related issues and helps to schedule meetings with Core Faculty members.
Schedules, confirms, and sets up room and media equipment for each MS 3 and didactic lecture presentation. Assist in ordering/confirming lunches for residency meetings as needed. Prepares and distributes flyers to announce MS 3 presentations. Prepares and distributes didactic lecture schedules.
Maintains contact with students throughout the rotation. Reports problems to the Co-Directors. Assists Residency Program Manager and Core Faculty in maintaining contact with residents.
Maintains on-line examinations. Responsible for editing and updating exam questions.
Assists with collection and analysis of test performance data.
Maintains the interviewing observation component. Provides hardcopies of presentations, guidelines, report form and checklist to students and residents. Collects information upon return from rural rotations.
Responsible for monitoring Clerkship and residency curricular outcomes through use of student driven electronic survey tools such as E-Value.
Gathers and collates grades and written evaluations of each student.
Transcribes dictation of student’s narratives and submits to the WVU School of Medicine Office of Student Services for placement in Student’s permanent file in a timely manner. Notifies Clerkship Director of any discrepancies immediately.
Responsible for online submission of students final grades utilizing STAR (Student & Technology Achieving Results).
Provides written and/or verbal reports to Departmental Faculty Meetings and Clerkship Directors meetings in the absence of Clerkship Director.
Prepares and distributes, collects and collates evaluations of Family Medicine rotation for residents and students.
Assists Director of Student Division with the implementation of Objectives of a federally funded grant for student programs. Works with Family Medicine EBO regarding PCard transaction and expenditures.
Serves as initial contact for internal and external communication for the Department of Family Medicine Division of Student Programs, Family Medicine Residency Program and assigned faculty members. Receives and screens incoming calls for the Family Medicine Student Division, Family Medicine Residency Program, and assigned faculty members. Independently responds to routine inquiries and determines who could answer call and routes appropriately.
Initiates, prepares and proofreads correspondence and manuscripts for Student Programs and Residency Directors and assigned faculty members in the Department of Family Medicine. Delegated to sign memos/letters in absence of author.
Schedules and confirms travel arrangements for faculty travel. Obtains receipts, prepares and submits travel expense forms for reimbursement.
Schedules and confirms meeting dates and facilities for the Division on a rotating schedule to include campuses in Charleston and Eastern Division. Prepares and distributes agendas and pertinent material prior to the meeting. Attends meetings as a committee member, prepares written minutes and distributes to committee members.
Schedules MDTV services and secures appropriate rooms for connectivity to Eastern and Charleston Campuses when needed.
Maintains and updates Director and assigned faculty CV and promotion and tenure documentation for Department of Family Medicine files.
Schedules and confirms Outlook calendar of Clerkship Directors and assigned faculty Prepares daily schedules and folder of materials pertaining to meetings and appointments for the day. Maintains tickler file of all upcoming meetings.
Assists during absences or peak times with other ongoing activities of the Residency and of the Division program, i.e., Rural Scholars Program, Family Medicine Interest group, 4th year sub-internships and Alderson-Broaddus PA’s. Also assists with Annual workshops and conferences sponsored by the Department of Family Medicine. Coordinates planning and execution of ALSO course.
Maintains Family Medicine 731 Clerkship housed in SOLE. Updates include course information, clerkship requirements, curriculum, online assessments, daily schedule, modules and SOM links.
Maintains and updates Family Medicine student programs main page and the third year Clerkship page located on the School of Medicine website. Provides assistance to Residency Manager in maintaining and updating Residency website page on the Family Medicine and School of Medicine Website.
E-Value – Maintains the course portfolio.
NBME – Orders online exam and enters the students into the roster for the date and time that they will take the exam.
Serves as proctor of MS3 clerkship mid-term and final examinations. Serves as proctor for residency exams.
Assists faculty with monthly workshops and residency interviews. Works with Residency Program Manager to coordinate interviews, schedule all needed items and setup meeting rooms
Provides cross coverage during absences and annual leave where needed in the Department of Family Medicine.