Medical Student Clinical Educational Coordinator Phase 2 and 3

Job Locations US-NY-Valhalla
Requisition ID
Position Type
Schedule Shift
Hours Per Week
FLSA Status


A professional and productive clinical educational coordinator (CEC) plays a significant role in the day-to-day administration of a successful medical student education program.  The CEC understands the goals of the clerkship and post clerkship phases of the M.D. Program, the mission of the SOM, and specific needs of medical students.  The CEC provides direct support to the clerkship director in the department of medicine and is the first point of contact for students and faculty involved in the medical student clerkship and related elective programs within a specialty.  The CEC is also a central point of contact for faculty and administrators from affiliated clinical sites where students are assigned to the Medicine clerkship and related electives and medicine subinternship.


This position has a dual reporting function to the Medicine Department and Office of Undergraduate Medical Education.


Primary Duties and Responsibilities:

Manage 3rd year Medicine clerkship, 4th year sub-internship, and elective rotations supported by the department, including:

  • Provide primary support for the Medicine clerkship director in matters relating to the medical student clerkship and elective programs within the department. This requires that the CEC is familiar with curricular goals and the policies and procedures that govern the medical education program
  • Serve as a liaison between NYMC UME administrative personnel and Medicine clerkship and elective director(s)
  • Function as the first point of contact for students, faculty, residents, sites, and school administration (e.g., Registrar, Student Affairs, Medical Education) for any questions or concerns relating to the medical student clinical education programs in the department of Medicine.
  • Manage daily operations of the medical student clinical education programs in the department of Medicine and organize and prioritize necessary tasks, initiate changes, and resolve issues as they arise including:
    • Preparation and modification of student schedules (e.g., orientation dates, examinations, didactic sessions)
      • Manage room reservations and/or zoom links for education sessions
      • Ensure student schedule is updated on the SOM learning management system (LMS)
      • Assignment of 3rd and 4th year students to teams at WMC.
      • Prepare handouts for scheduled educational sessions
      • Participate in first day orientation, take attendance
      • Act as point of contact for clerkship students at WMC, participate in the site orientation on first day.
      • Participate in the SubI orientation for WMC students on first day.
      • Meet and sign in students at scheduled didactic days at WMC.
      • Communication of clerkship related information to students and site directors, including reminders about lectures, mid-clerkship feedback meetings, journal clubs, OSCE, NBME dates, and other clerkship activities.
      • Obtain and process evaluation forms at the mid-point and end of the Medicine clerkship for all affiliated clinical sites.
      • Prepare certificates of appreciation for faculty involved in the Medicine teaching program for all affiliated clinical sites.
      • Coordinate the collection, tracking and reporting of evaluations and grades for all Medicine students at all sites, fill out grading forms on LMS and exam grades for all affiliated clinical sites.
    • Preparation of orientation materials for medical student clinical education programs in the department of Medicine 
      • Assist clerkship director with faculty recruitment for education sessions, as needed
    • Correspondence with administrative offices of affiliated hospitals and outpatient practices as needed to arrange for all student onboarding needs (e.g., pagers, lockers, ID access, and EMR and computer access).
  • Support evaluation of students in clinical programs within the department of Medicine
    • Send regular email reminders and follow-up emails to clinical faculty regarding student evaluations
    • For students in electives at WMC, request the teams that they worked with so that the preceptors get the evaluations.
    • Provide support to the clerkship director in compiling faculty evaluations of students in the SOM LMS to ensure compliance with accreditation standards related to grade submission
  • Provide local administrative support for and manage the Medicine course site in the SOM LMS:
    • With the assistance of the clerkship director ensure that the content on the SOM LMS is up to date and accurate (e.g., clerkship syllabus, contact information, student schedules, gradebook).
    • Responsible for matching clerkship students with appropriate evaluator(s) across clerkship sites as a component of the student assessment process.
  • Maintain complete and accurate student files for the department of Medicine, including student absences and grades, evaluations, observed history/physical examination, patient log, NBME scores, etc.). All student files should be maintained and archived for 4 years;
  • Maintain accurate teaching faculty rosters for the department of Medicine across all affiliated sites and facilitate faculty appointments with the Office of Faculty Affairs

Secondary Duties and Responsibilities:

  • Provide general administrative support for UME Office
  • Assist in the preparation of the Department Letters for ERAS.
  • Assist with general administrative responsibilities including making room reservations, email communications, etc.
  • Communicate with Registrar’s Office regarding grade submission, grade appeals and changes;
  • Assist with computer-based examination logistics and delivery for clinical programs:
    • Reserving on-campus exam space, maintenance of exam rosters, proctor recruitment
    • Provide administrative and proctor support, as needed
  • Assist in preparation of CQI and annual reports.

Additional Responsibilities:

Visiting Student Administrator

  • Administer VSLO software as it relates to the onboarding and placement of visiting medical students in the department of Medicine
  • Address visiting student questions related to elective options, requirements, and expectations within the department of Medicine
  • Coordinate the placement of visiting medical students with School of Medicine based on availability of clinical resources at affiliated sites in the department of Medicine



(A) Education requirement: Bachelor’s Degree

(B) Licenses or certifications: N/A

 (C) Technical/computer skills:

  • Intermediate to advanced knowledge with Microsoft Office Suite, including Word, Excel, and PowerPoint; Adobe Acrobat Pro
  • Experience with learning management systems used in higher education preferred
  • Basic computer troubleshooting skills

(D) Prior experience: 3-5 Years in higher education administration

(E) Personal Characteristics

  • 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 seeks, accepts, and incorporates feedback
  • Accepts new responsibilities readily
  • Outstanding ability to learn new technical skills
  • Able to function effectively as a member of a team

Physical and Environmental Demands


Physical: N/A


Environmental: N/A


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