Medical Student Program Coordinator

UCSF•San Francisco, CA

1d•$39 - $46

About The Position

Reporting to the Associate Administrative Director, MedEd, the Medical Student Program Coordinator provides high-level support to the Medical Student Education Program. The role primarily coordinates the Traditional Clerkship, including clinical skills sessions and didactics, and supports the PISCES Longitudinal Clerkship through clinical skills sessions, site scheduling, and PISCES School didactics. The coordinator serves as the primary interface with clerkship sites, administers the Mission Bay/Mt. Zion clerkship site, proctors exams seven times a year, prepares student orientation materials and presentations, and coordinates student assessments, grading, and general course needs. The position supports education program research and student research opportunities in coordination with the Medical Education Director, and coordinates the Volunteer Clinical Professor (VCP) program. VCP duties include communicating with volunteer professors and HR representatives, maintaining the VCP database, and producing annual evaluation reports for academic and non-VCP instructors. The coordinator also interfaces with ENACT on Endometriosis research, backs up the F1 and Undergraduate Research Internship Administrator on various tasks, and supports the Associate Administrative Director and Faculty Program Directors. Other duties may be assigned as needed. The role coordinates implementation of program competencies, performance and program evaluations, and trainee exams for the Traditional and PISCES clerkships. It assists with logistics for Medical Education events and didactics, Faculty Program Directors’ calendars, event cost projections, budget monitoring, and financial tracking. The coordinator maintains student and VCP records, coordinates education research projects, prepares participant and faculty evaluation documentation, generates program reports, collaborates with departmental and medical education groups, and maintains program websites. The Department of Obstetrics, Gynecology and Reproductive Sciences is an academic department engaged in clinical care, research, and training across UCSF campuses and Bay Area locations. Its mission is to improve women’s lives and health through excellence, innovation, and leadership in patient care, scientific discovery, education, advocacy, and diversity, equity, and inclusion.

Requirements

Bachelor’s degree in a related area.
Minimum 2–3 years of experience in educational administration and/or academic project coordination, such as logistics or coordination of meetings, events, or trainings.
Basic knowledge of administrative analysis and operations research; ability to acquire skills in developing and implementing processes and systems; familiarity with program administrative and operational implications.
Ability to analyze and troubleshoot issues and recommend and implement solutions.
Strong verbal, written, and listening communication skills; ability to respond to questions and requests professionally, helpfully, and promptly.
Strong interpersonal skills and ability to build and maintain effective working relationships with faculty, staff, learners, and others in the department.
Excellent organizational and analytical skills and demonstrated attention to detail; ability to manage complex faculty calendars and schedules with precision.
Investigative, data analysis, and reporting skills, including generating computer reports, checking and correcting errors, and submitting accurate reports.
Ability to enter, maintain, extract, and analyze data in electronic systems.
Experience with MS Office Suite applications, including Word, Excel, PowerPoint, and Outlook, and with Zoom and other virtual meeting platforms.
Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
Ability to establish and maintain effective interpersonal relationships with staff and learners at all levels.
Sound judgment in responding to issues and concerns.
Ability to use discretion and maintain confidentiality.

Nice To Haves

Basic knowledge of relevant policies and regulatory requirements for Medical Education.
Basic knowledge of the health professions education industry.
Knowledge of educational technology and systems, with ability to troubleshoot and triage related technology issues.
Experience using UCSF systems, including MyAccess, Bearbuy, Advance, MyExpense, Oracle, and MyTime.

Responsibilities

Coordinate implementation of medical education program competencies, performance and program evaluations, and trainee exams for the Traditional Clerkship and the PISCES Longitudinal Clerkship.
Assist with logistics and event coordination for Medical Education events and didactics; assist Faculty Program Directors with calendaring; project costs, monitor budgets, and track finances for events, programs, and related activities.
Coordinate record keeping and processing of required documents, maintaining complete files for medical education students and volunteer clinical professors.
Coordinate education research projects, serve as the point of contact for prospective program participants, answer questions, and disseminate program information.
Interface with ENACT on specifics related to Endometriosis research.
Create documentation for participants and faculty regarding learner, curriculum, and rotation experience evaluations.
Generate regular reports assessing program statistics and overall effectiveness for Faculty Program Directors.
Collaborate with department entities and staff and with medical education specialties and programs; participate in work groups, teams, task forces, and committees supporting medical education functions.
Maintain program websites, ensure information accuracy, and implement improvements to communication about program requirements and deadlines.
Coordinate Traditional Clerkship clinical skills sessions and didactics, and support PISCES clinical skills sessions, site scheduling, and PISCES School didactics.
Serve as the primary interface with clerkship sites and administer the Mission Bay/Mt. Zion clerkship site.
Proctor exams seven times a year and prepare student orientation materials and presentations.
Coordinate student assessments, grading, and general course needs; support student research opportunities in coordination with the Medical Education Director.
Coordinate the Volunteer Clinical Professor program, including communication with volunteer professors and HR representatives, database management, and annual evaluation reporting for academic and non-VCP instructors.
Provide backup for the F1 and Undergraduate Research Internship Administrator and support the Associate Administrative Director and Faculty Program Directors.
Perform other duties as needed.