Program Coordinator - School of Medicine: Education & Residency Programs

Emory University•Atlanta, GA

9h•Hybrid

About The Position

The Critical Care Clerkship Program Coordinator provides comprehensive administrative and operational support for the undergraduate medical education (UME) Critical Care clerkship. This role ensures effective planning, delivery, and continuous improvement of clinical education experiences for medical students across intensive care unit (ICU) settings. The coordinator serves as a central liaison among faculty, students, hospital partners, and academic leadership to maintain compliance with accreditation standards and institutional policies, while enhancing the overall learner experience. May require flexible hours to accommodate student orientations, evaluations, and academic deadlines. The Program Coordinator duties are organizing, coordinating, and planning operational facets of a program and its related activities which include, but are not limited to the following: establishing long-term operational objectives, researching factors that may impact the success of the program, and working with individuals or groups to research and document program requirements in order to provide appropriate input into the development of strategic plans.

Requirements

Bachelor's degree in a field related to the program.
Two years of related experience, or an equivalent combination of education, training and experience.

Nice To Haves

Experience working within a medical school, teaching hospital, or clinical education environment.
Familiarity with LCME accreditation standards and undergraduate medical education (UME).
Experience with systems such as OASIS, Canvas, 25Live, and VSLO/VSAS.
Ability to analyze data and produce reports for program evaluation.

Responsibilities

Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.
Conducts research and gathers information to develop various publications.
Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.
Assists in developing and coordinating program-related conferences, conventions, or meetings.
Monitors expenditures and may participate in the budget planning process and prepare financial reports.
May assist in identifying funding resources and developing fund-raising strategies and initiatives.
Prepares operational and statistical reports.
Conducts training, represents the program at meetings and conferences, and networks with affiliated groups. May supervise assigned project staff, interns and/or volunteers.
Performs related responsibilities as required.
Maintain and continuously update clerkship syllabi for all assigned rotations, ensuring alignment between official course documentation and Canvas content.
Update course catalog descriptions annually (and as needed), including rotation objectives, learning activities, availability, and contact information.
Coordinate all aspects of student scheduling, including entry of rotation and site assignments into OASIS.
Manage site assignment workflows, including student surveys, assignment notifications, and coordination of changes or reassignments.
Serve as the primary point of contact for students during rotations, acting as a liaison between learners and the course director to resolve issues and support the learner’s experience.
Coordinate clerkship logistics, including reserving rooms through 25Live and submitting requests for simulation lab space (SIM Lab).
Ensure appropriate onboarding and credentialing for all medical students across multiple clinical sites, including badge access and site-specific requirements.
Monitor student attendance, punctuality, and professionalism; document concerns and collaborate with the course director to escalate issues to the OMESA Dean’s Office when appropriate.
Ensure compliance with all Emory School of Medicine and OMESA policies and procedures.
Administer evaluation processes within OASIS, including setup, distribution, tracking, and release of student, attending, and resident evaluations.
Review clinical assessments and ensure accurate and timely grade entry into OASIS within 30 days of course completion (grade timeliness standard).
Track student performance data across OASIS and Canvas, including supplemental program components.
Maintain strict confidentiality of student academic records and prevent conflicts of interest in evaluation and grading processes.
Manage clerkship data and generate reports as needed to support program evaluation and continuous improvement.
Maintain and update the Canvas course site, including syllabi, schedules, assignments, announcements, and learning materials.
Track student participation and grading components within Canvas, ensuring consistency with official records.
Maintain and update announcements and course communications within Canvas.
Manage and align clerkship calendars across platforms (Canvas, Outlook, OASIS), including didactic sessions and administrative deadlines.
Coordinate all didactic sessions, simulation activities, and examinations.
Provide in-person support for key program activities, including orientations, exams (including make-ups), and simulation-based education sessions as required.
Maintain clerkship calendars, including scheduling lectures, tracking deadlines, and distributing calendar invitations to faculty and learners.
Manage course rosters and event scheduling within OASIS, including student placement into site-specific courses (e.g., 910S).
Support course directors and faculty in delivering high-quality educational programming.
Coordinate Virtual Critical Care Rounds (VCCR) by enrolling students, tracking module completion, and monitoring final exam completion.
Track VCCR performance and integrate completion data into student grading workflows.
Oversee the Visiting Student Learning Opportunities (VSLO/VSAS) process, including application management, selection, and onboarding of visiting students.
Coordinate communication with clinical sites, including dissemination of student assignments and rotation schedules to units and faculty.
Serve as a key liaison between students, faculty, clinical partners, and administrative offices to ensure smooth program operations.
Ensure clear, timely, and professional communication across all stakeholders.