Clinical Education Coordinator

The Clinical Education Coordinator (CEC) manages the day-to-day administration of medical student education in the Department of Emergency Medicine. The CEC supports the Emergency Medicine Clerkship Director, the Chair, and the Senior Administrator, and is the first point of contact for students, faculty, residents, affiliated clinical sites, and School of Medicine offices on matters related to Emergency Medicine rotations, including sub-internships, selectives, electives, visiting students, and related programs.

Emergency Medicine students rotate across multiple affiliated sites, including NYC Health + Hospitals/Metropolitan and Harlem and other partner hospitals. The CEC ensures that students are onboarded, scheduled, evaluated, and graded on time and in line with NYMC policy and accreditation standards, and helps standardize processes across sites and with other clinical departments. The position is based on the NYMC campus, with monthly visits to affiliated sites. It requires strong organization, proactive follow-through, attention to detail, and timely communication.

Clinical rotation management:

• Manage all Emergency Medicine rotations for NYMC and visiting students, including third-year rotations, fourth-year sub-internships and selectives, and electives (including ultrasound and other specialty electives).
• Prepare, maintain, and distribute student schedules across all affiliated sites; coordinate changes, absences, and make-up shifts with the Clerkship Director.
• Submit and verify annual and per-block site capacity (minimum/maximum) to the Office of Undergraduate Medical Education (UME), confirming availability with site directors and elective directors before submission.
• Schedule and coordinate orientation (in person or by Zoom), didactics, conferences, simulation sessions, and room or Zoom reservations; conduct monthly site visits and student tours at affiliated hospitals.
• Track student attendance on shifts and required sessions.

Onboarding and clearance:

• Own each student's onboarding from assignment through first day.
• Collect, review for completeness, and submit onboarding packets and required forms (e.g., Exhibit B and C, background checks, Occupational Health, ID and EMR access) to each site's volunteer, occupational health, and credentialing offices by set deadlines.
• Track each student's status individually, follow up on missing items, and escalate risks to the Clerkship Director before a start date is affected.
• Serve as the primary contact for students on onboarding questions and keep students informed of next steps.

Evaluations, grades, and records:

• Assign evaluators and send reminders and follow-ups to faculty and residents so evaluations are completed on time in the School of Medicine learning management system (LEO).
• Compile final grades with the Clerkship Director and submit grade reports to the Registrar on the required schedule (at minimum every four weeks), resolving discrepancies promptly.
• Coordinate end-of-rotation examinations (e.g., SAEM), including scheduling, rosters, and proctoring.
• Maintain complete and accurate student files (absences, evaluations, grades, exam scores) in line with NYMC record-retention policy.
• Support data collection for Standardized Letters of Evaluation (SLOE), sub-internship interviews, and letters of recommendation.

Visiting students:

• Administer VSLO for visiting students in Emergency Medicine: review applications, coordinate placement based on site capacity, and manage onboarding and communication.

Pre-clinical, research, and enrichment programs:

• Coordinate onboarding, scheduling, and communication for Emergency Medicine summer research and shadowing programs, M2 preceptorships, Foundations of Clinical Medicine shadowing, and similar programs, in collaboration with the Center for Disaster Medicine, UME, and affiliated sites. Confirm student lists with sites well in advance of program start dates.

Liaison and communication:

• Serve as liaison between the department, UME, the Registrar, Student Affairs, Faculty Affairs, and the administrative offices of affiliated sites.
• Respond to students, faculty, and staff within one business day, using NYMC email as the primary channel, and copy the supervisor or Clerkship Director as directed.
• Maintain an accurate roster of teaching faculty and site contacts for all affiliated sites.

Departmental events and operations:

• Coordinate student-facing departmental events (e.g., Breakfast with the Chair, Emergency Medicine Interest Group activities), including student communication, calendar invitations, room reservations (CourseDog), catering requests, and invoice processing in collaboration with the School of Medicine finance and operations team.

Planning, tracking, and reporting:

• Track all assigned tasks and deadlines in the department's task-management system (e.g., Microsoft Planner), with supporting documentation, and provide written weekly status updates to the supervisor. Assist with continuous quality improvement (CQI), accreditation, and annual reports.

Other duties:

• Other projects and responsibilities as assigned.

• Bachelor's degree required.
• Collaborative Institutional Training Initiative (CITI) certifications preferred (but can be obtained through NYMC).
• Intermediate to advanced proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, Planner) and Zoom.
• Experience with learning management or evaluation systems used in medical or higher education preferred (e.g., LEO, VSLO).
• Ability to learn institutional systems (e.g., Banner, CourseDog) quickly.
• Minimum of two years of administrative experience in higher education or a health care setting required; experience in medical education or with clinical affiliates preferred.
• Highly organized, with the ability to manage multiple cohorts and deadlines at once.
• High attention to detail; verifies information before submitting it.
• Proactive and independent; follows up persistently and escalates issues early.
• Excellent written and verbal communication and interpersonal skills with all levels of staff, faculty, and students.
• Reliable, with high ethical standards, honesty, and integrity, including accurate time and attendance reporting.
• Readily seeks, accepts, and acts on feedback; works effectively as a member of a team.
• Primarily office-based work; ability to move between campus buildings and hospital sites.
• This is an in-person position based at the NYMC campus (Skyline office). Requires monthly travel to affiliated hospitals in New York City (e.g., Metropolitan and Harlem) for site visits and student tours, and additional visits as departmental needs require. Hospital settings may involve exposure to clinical environments.