Curriculum Administrator

The Phase Two/Three Curriculum Administrator is responsible for the overall management and coordination of tasks to facilitate the delivery of the Phase 2 and Phase 3 (clerkship years) medical education program. The administrator will work collaboratively with other members of the UME Office, Education Technology, Office of Assessment and Evaluation, as well as course and clerkship directors, program administrators, and students. This role requires that the incumbent understand school of medicine policies related to student clinical programs and the curricular goals, and standards of the student clinical programs.

Overall support of Phase 2 and Phase 3 curriculum:

• Assist in academic year planning for Phase 2 and Phase 3 clerkships and electives
• Manage annual confirmation and updating of Phase 2 and Phase 3 elective catalogs
• Manage contact listing for Phase 2 and Phase 3 clinical programs and ensure information is accurate and up to date
• Manage annual confirmation and updating of Phase 2 and Phase 3 clerkship and track requirements
• Oversee grade submission for Phase 2 and Phase 3 courses to ensure compliance with LCME accreditation guidelines
• Management of SOM Year Three and Year Four pages in the SOM Learning Management System

Overall administrative support for the Assistant Dean for Clinical Sciences, the Phase 2 Director, and Phase 3 Director, including: 

• Help manage calendars and tasks related to Phase 2 and Phase 3
• Assist the Assistant for Clinical Sciences with tasks related to grade appeals
• Schedule meetings as requested 

Support Chair of Phase 2 and Phase 3 Curriculum Subcommittee:

• Compile agenda and distribute materials for monthly meetings 
• Record and document minutes for monthly meetings 
• Monitor annual attestation completion 

Provide administrative support for elective programs sponsored by the Office of UME (e.g., Medical Spanish, Medical Leadership) and for the Transition Courses: Transition to Phase 3 and Transition to Residency:

• Assist course directors and teaching faculty with the development and preparation of course and teaching materials including student rosters, syllabus, schedules, exams, outlines, slides, and handouts
• Ensure all materials are uploaded into the learning management software
• Assist with preparation of curriculum mapping materials for relevant courses
• Schedule rooms
• Reconcile daily attendance and assignments for grade submissions

Provide central oversight and ongoing monitoring of required clerkship evaluations and assessments in learning management system, ensuring compliance with policy:

• Oversee grade submission for Phase 2 and Phase 3 courses to ensure compliance with LCME accreditation guidelines
• Review student grade reports in learning management system and ensure reports are complete and that narrative comments, where required, are included and comply with institutional policy 
• Ensure student grade reports are forwarded to the Registrar's Office in compliance with institutional policy 
• Create monthly reports on grade submission for clerkships to ensure compliance with accreditation requirements 
• Track and monitor student attendance and absence across Phase 2 and Phase 3 
• Track and monitor Professionalism behaviors across Phase 2 and Phase 3
• Assist Educational Technology in coordinating and administering examinations
• Serve as examination proctor when required 

Provide general office support to the UME Office, including: 

• Greet visitors to the UME Office 
• Monitor and answer emails and phones and triaging to appropriate individuals 

Additional administrative tasks of the UME office as needed.

Education requirement: Bachelor’s degree. 

Technical/computer skills:

• Proficiency in Microsoft Office Suite, Outlook, Word, Excel and PowerPoint.  
• Agility in learning new computer applications 
• Experience with online learning management systems preferred 

Prior experience: 3-5 Years in medical education administration preferred

Other Skills and Attributes:

• Ability to work effectively in a complex environment
• High attention to detail
• Excellent interpersonal skills, including the ability to deal effectively with all levels of personnel
• Outstanding interpersonal verbal and written communication skills
• Excellent problem-solving and decision-making skills
• Ability to effectively resolve conflicts/disagreements with others
• High ethical standards, honesty, and integrity
• Strong organizational skills, ability to prioritize multiple responsibilities, and to meet deadlines
• Proactive and independent
• Excellent technical skills (computers and other office machines)
• Readily seek, accept, and incorporate feedback
• Accept new responsibilities readily
• Outstanding ability to learn new technical skills
• Able to function effectively as a member of a team

Physical demands: Routine office work

Environmental demands: Routine office work