Medical Student Engagement Coordinator

The Medical Student Engagement Coordinator is responsible for coordinating with hospital administrative staff all aspects of medical student research, clinical rotations, electives, and shadowing at hospital sites. This role ensures seamless onboarding, scheduling, evaluations, and support for faculty and medical students, maintaining effective communication with relevant offices and clinical departments. Additionally, the Coordinator supports the development, implementation, tracking, and evaluation of the Areas of Concentration Program and oversees Phase 2 and Phase 3 electives.

Medical Student Research:

• Coordinate all aspects of medical student research with faculty, including scheduling, correspondence, research projects, meetings, credentialing/onboarding, and liaison with hospital affiliate administration and College IRB.
• Oversee the development and implementation of research programs tailored for medical students, ensuring alignment with both hospital and medical school objectives.
• Work with OMSR and Clinical Department Chairs/Administrators to connect students with faculty mentors who can guide their research endeavors, fostering productive mentor-mentee relationships.​
• Ensure that students complete necessary training modules, such as Institutional Review Board (IRB) certifications, and adhere to research compliance standards.
• Maintain databases of available research projects, track student participation, and manage resources like research materials and funding opportunities.
• Coordinate events such as research forums, workshops, and seminars to promote student research and facilitate knowledge sharing.

Medical Student Rotations:

• Coordinate internal and visiting medical student rotations, ensuring a smooth and compliant experience across all departments. Manage onboarding requirements for external students, including documentation, credentialing, and institutional approvals.
• Function as the first point of contact for students, faculty, residents, sites, and school administration (e.g., Registrar, Student Affairs, Undergraduate Medical Education) for any questions or concerns relating to the medical student clinical education programs.
• Correspondence with administrative offices of affiliated hospitals as needed to arrange for all student onboarding needs (e.g., pagers, lockers, ID access, and EMR and computer access)
• Work closely with the Elective and Course Directors, coordinators, and Phase II & III Curriculum Administrator, to ensure smooth transitions and access to research opportunities, lectures, experiences, and mentorship programs.
• Help manage Phase II and Phase III electives, working closely with Phase II and Phase III Directors and Curriculum Administrator to identify site capacity.
• Preparation of orientation materials for medical student clinical education programs in Clinical Departments.
• Preparation and modification of student schedules. Ensure student schedule is updated on the SOM learning management system (LMS).
• Provide support to Phase II & III, Elective, and Course directors in compiling faculty evaluations of students in the SOM LMS to ensure compliance with accreditation standards related to grade submission.
• Send regular email reminders and follow-up emails to clinical faculty regarding student evaluations.
• Maintain an active list of enrolled students, including contact information for Clinical Department Chairs.
• Serve as a liaison between NYMC UME administrative personnel and elective and course directors.  Maintaining close communications with the UME office to keep elective and course directors and faculty updated with applicable UME instructions/notifications.
• Maintain complete and accurate student files for Clinical Departments, including student absences and grades, make-up assignments, evaluations, observed history/physical examination, mid-clerkship feedback forms, patient log, NBME scores, promotions committee records, etc. All student files should be maintained and archived for 4 years.
• Assist with accreditation needs for NYMC faculty and medical students.
• Assist hospital administrative staff to manage room reservations and/or zoom links for education sessions.  Communicating with faculty and students for schedule planning.
• Support the continued development, expansion, implementation, tracking, and evaluation of the Areas of Concentration Program.
• Ensure all individuals supervising or interacting with medical students in the clinical setting hold an active faculty appointment.

Shadowing:

• Responsible for organizing and managing the shadowing program, including scheduling, coordinating with physicians, and ensuring smooth operations. Should coordinate scheduling of clinical faculty with hospital administrative staff.
• Provide guidance and support to medical students seeking shadowing opportunities, answering questions, and helping them find suitable physicians to shadow.
• Reaches out to physicians in various specialties to secure shadowing placements and maintain relationships with them. 
• Communicate with students, physicians, and other stakeholders regarding the program, including scheduling, updates, and important information. 

Education requirement: Bachelor's degree in a relevant field (e.g., Education, Healthcare Administration)

Licenses or certifications: None required, but certifications in project management or healthcare administration are a plus

Technical/computer skills: Proficiency in Microsoft Office Suite, database management, and scheduling software

Prior experience: Minimum of 3 years in a similar role. Experience within a medical or educational setting desirable

Other skills/requirements: Excellent communication and organizational skills, ability to work independently and as part of a team, strong problem-solving abilities

Physical demands: Ability to sit for extended periods, occasional lifting of materials up to 20 pounds

Environmental demands: Office environment with occasional visits to hospital sites

Internal Contacts: Office of Student Affairs, Office of Medical Student Research, Office of Undergraduate Medical Education, Office of Academic Administration, Office of Faculty Affairs, Clinical Chairs, Faculty, Medical Students, Departmental Specialty Sub-internship Directors; Elective Directors, Course and Clerkship Directors, Office of International Students & Scholars.

External Contacts: Hospital site coordinators, Hospital Contacts: Security, EHR, Operating Room leadership, Residency Program Administrator(s), Chief Residents, and Site Directors.