Medical Training Program Administrator

We are seeking a Medical Training Program Administrator who must be able to work independently to coordinate all the medical student educational activities for the Department of Gynecology and Obstetrics, including the Gyn/OB Core Clerkship, the Advanced Clerkships in Gyn/OB along with experiential learners (premed/preclinical medical students) rotating with the department. An MTPA uses in-depth knowledge to anticipate, organize, and support the activities of these medical educational programs. This position will have involvement with the Registrar’s office, Office of Student Affairs, Office of Curriculum, Office of Assessment and Evaluation, other clerkship coordinators/administrators, medical students, teaching faculty, residents, and support staff in carrying out program activities. The position will be supervised by the Clerkship Director in Gyn/OB.

Specific Duties & Responsibilities

Gyn/OB Core Clerkship

• Coordinate all medical student educational activities, maintain organization and records for the program and other departmental activities.
• Regularly communicate with students regarding logistics and requirements of the course (including duty hours and patient tracking). Requires knowledge of course objectives and standards for performance.
• Organize and maintain the Canvas, Oasis, Patient Tracker, New Innovations and department share files throughout the academic year keeping all information and documentation up to date.
• Provide administrative support for the clerkship director in matters relating to the clerkship, and function as their representative at committee meetings when needed.
• Proficient in problem recognition and resolution by evaluating student inquires and providing competent answers pertaining to the clerkship, at times without the clerkship director’s guidance.
• Assists the faculty members in managing daily operations of the clerkship or clinical course, organize and prioritize necessary tasks, initiate changes and resolve issues as they arise.
• Prepare and organize materials for PRECEDE, Orientation, Mid-Point PRECEDE, and End of Clerkship, including all schedules, room assignments, handouts, simulation materials, etc. Assist with preparation of other clinical course materials as needed.
• Manage the needs of each individual lecture, handout materials, arrange equipment needs, organize catering, etc. Provide feedback to the lecturer, including suggestions that might be useful in the future to improve the lecture. Assist with all technology and simulation materials needed for lectures including being proficient with ZOOM, Microsoft Teams, and other multimedia modalities.
• Prepare Mid-Clerkship feedback forms and send for completion to appropriate residents/attendings. Compile responses from data base into a personalized letter for each student and distribute to students after revisions by clerkship director.
• Prepare and organize materials necessary for the NBME Shelf exam as well as the Standardized Patient exam including ordering relevant examinations, creating exam schedules, and distributing materials to students.
• Administer and proctor National Board of Medical Examiners (NBME) Shelf examinations or other required examinations. The NBME has strict requirements regarding security of examinations and proctoring which must be maintained in order to participate in these examinations.
• Learn and use New Innovations to manage faculty and student evaluations, process trainee performance reports, calculate grades, and data collection. Review evaluations prior to releasing to respective groups.
• Monitor the student formative and summative evaluation process and maintain complete and accurate student files. Tabulate course evaluation results after each session and summarize results for the course director.
• Notify course director of any performance red flags or discrepancies. Review narrative comments for concerning comments.
• Prepare data analysis reports and assist in development of quarterly and annual reports for the SOM as well as for clerkship leadership. Assist report preparation at other intervals depending on the needs of the department.
• Know the medical school calendar and courses offered.
• Serve as the primary contact for the Simulation Center regarding all simulation-based activities, including schedules, reviewing change requests and ensuring appropriate materials are present to run simulation activities.
• Maintain student records in a confidential manner. Prepare materials for Student Promotions Committee.
• Administrative participation in the preparation of Liaison Committee on Medical Education (LCME) accreditation materials, as well as internal review (Undergraduate Medical Education Policy and Curriculum Committee, UMEPPC) documents and SAPE files.