Phase 3 and Elective Administrator

This Administrator is responsible for the overall management and coordination of tasks associated with the high functioning of the undergraduate medical education (UME) program related to electives and Phase 3 elements of the MD Program.  The administrator will work collaboratively with other members of the UME Office, Education Technology, Office of Data Analytics, as well as course and elective directors, program administrators, and students, with a primary focus of ensuring timely grade submissions (LCME 9.8: Fair and Timely Summative Assessment) for electives and Phase 3 courses. This role requires that the incumbent understand School of Medicine (SOM) policies and expectations related to student clinical programs and the curricular goals.  The role also involves effective use of educational technology resources.

Provide direct administrative support for Phase 3 of the MD program, including:

• Oversee grade submission for Phase 3 courses to ensure compliance with policies and procedures.
• Provide central monitoring and regular reporting of grade submissions to comply with LCME accreditation standards.
• Facilitate student onboarding as needed for Phase 3 courses.
• Manage and update contact lists for Phase 3 courses.
• Maintain and update Phase 3 homepage in learning management system.

Provide administrative support for elective programs, including:

• Oversee grade submission for Phase 2 electives to ensure compliance with policies and procedures.
• Provide central monitoring and regular reporting of grade submissions to comply with LCME accreditation standards.
• Manage and update contact lists for Phase 2 electives.
• Facilitate student onboarding as needed for Phase 3 courses.
• Provide administrative support to electives sponsored by the Office of UME (e.g., Medical Leadership).

Provide administrative support for Clinical Transition Courses: Transition to Clerkships, Transition to Phase 3, and Transition to Residency courses.

• Assist course directors and teaching faculty with the development and preparation of course and teaching materials including student rosters, syllabus, schedules, outlines, slides, and handouts.
• Ensure all materials are uploaded into the learning management system.
• Assist with room scheduling.

Provide overall administrative support for UME Office functions:

• Calendar management.
• Scheduling group meetings as requested by supervisors.
• Preparing correspondences to stakeholders.
• Answering phones and managing requests from students, faculty and staff.
• Welcoming visitors to the office of UME.
• Assist with room reservations for educational sessions.
• Provide administrative support to individual Area of Concentration (AoC) Directors, including tracking of student participation within individual AoC’s.
• Service as a dedicated proctor for computer-based examinations.
• Additional administrative tasks of the UME office as needed, including serving as back-up for other UME administrators.

Technology Integration:

• Assist course faculty and staff with upload and organization of teaching content in the learning management system.
• Assist in the collection, formatting, and data entry of:
• The SOM curriculum schedule.
• The SOM mapping information.
• Phase 3 and elective course information.
• The SOM teaching faculty information.

• Minimum Bachelor’s degree, preferable Education, Educational Technology, Information Technology, or a related field.
• Understanding of instructional technology and best practices for its use in the classroom.
• Intermediate skill level with Microsoft Excel.
• Experience with learning management systems (e.g., Moodle, Canvas, Blackboard) and educational software (Banner, Tableau, CourseDog, audience response systems, Lecture capture, electronic exam systems, etc.) preferred.
• Excellent troubleshooting and problem-solving skills.
• Strong communication and interpersonal skills, with the ability to work effectively with diverse groups of stakeholders.