Medical Student Program Coordinator

University of California, San Francisco•San Francisco, CA

About The Position

The Medical Student Program Coordinator reports to the Associate Administrative Director, MedEd, and 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 school didactics. The coordinator serves as a 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 supports education program research and student research opportunities alongside the Medical Education Director. The position initiates student assessment and grading processes and provides general course coordination. The coordinator is the point person for the Volunteer Clinical Professor (VCP) program, communicating with volunteer professors and HR representatives, maintaining the VCP database, and producing annual evaluation reports for academic and non-VCP instructors. The role also interfaces with ENACT on endometriosis research, provides backup for the F1 and Undergraduate Research Internship (URI) Administrator, and supports the Associate Administrative Director and Faculty Program Directors. Other duties may be assigned as needed. The position coordinates program competencies, performance and program evaluations, trainee exams, events, didactics, documentation, education research projects, reporting, and program websites. It also assists with faculty calendars, event budgets and financial tracking, and collaboration across department entities, medical education programs, work groups, teams, task forces, and committees.

Requirements

Bachelor's degree in a related area.
A minimum of 2–3 years of experience in educational administration and/or academic project coordination, such as coordinating logistics for meetings, events, or trainings.
Basic knowledge of administrative analysis and operations research.
Ability to develop and implement processes and systems.
Familiarity with administrative and operational implications in a program.
Ability to analyze, troubleshoot, recommend solutions, and implement them.
Strong verbal, written, and listening communication skills.
Ability to respond to questions and requests professionally, helpfully, and in a timely manner.
Demonstrated interpersonal skills and ability to build and maintain effective working relationships with faculty, staff, learners, and others.
Excellent organizational and analytical skills and demonstrated attention to detail.
Strong organization and precision when working with complex faculty calendars and schedules.
Investigative, data analysis, and reporting skills.
Ability to generate computer reports, check for errors, correct them, and submit 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, as well as 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.
Ability to troubleshoot and triage educational technology issues.
Experience using UCSF systems: 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 PISCES Longitudinal Clerkship.
Coordinate the Traditional Clerkship, including clinical skills sessions, didactics, site administration, student orientation, assessments, grading, and general course needs.
Support PISCES Longitudinal Clerkship clinical skills sessions, site scheduling, and 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.
Assist with logistics and event coordination for F2-related Medical Education events and didactics.
Assist Faculty Program Directors with calendaring.
Assist with projecting costs, monitoring budgets, and financial tracking for Medical Education events, programs, and related activities.
Coordinate records and process required documents, maintaining complete files for medical education students and volunteer clinical professors.
Coordinate education research projects and serve as the point person for prospective medical education program participants, answering questions and sharing program information.
Interface with ENACT on endometriosis research specifics.
Create documentation for participants and faculty about learner, curriculum, and rotation experience evaluations.
Generate regular reports assessing individual program statistics and overall effectiveness for Faculty Program Directors.
Collaborate with department entities and staff, 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 the Volunteer Clinical Professor program, including communications 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.