Responsible for coordinating and administering courses and clerkships, managing student and faculty information in a variety of software systems, conducting/proctoring student examinations, and effective implementation of daily operations to ensure achievement of curriculum goals and objectives.

Scheduling

• Oversee student registration; facilitate add/drop forms.
• Schedule and evaluate the clinical rotations for fourth-year medical students; this function includes independent coordination of the fourth-year clinical rotations.
• Know and understand rotation schedules for the students and available sites.
• Process rotation requests, oversee application processes for students concerning fourth-year clinical rotations and ensure that all required documentation if properly prepared and submitted to the clinical rotation site. Including verification of Site/Preceptor information.
• Maintain and assist students with the VSLO away applications.
• Collects and uploads students’ personal information (Immunization/Training certificates and background check) as needed to VSLO.
• Works with the Assistant Dean of Clinical Applications, Registrar, and the office of financial aid regarding scheduling emergencies, special circumstances, military students, off-cycle student schedules and leave of absence students.
• Attends monthly clinical application sub-committee meetings to provide updates regarding fourth year scheduling.
• Communicates all upcoming rotations to hospital partners.

Compliance

• Conducts rotation schedule and graduation requirement audit once a term in conjunction with the registrar.
• Works with the registrar to maintain accurate student enrollment.
• Gather and submit international travel request forms to the office of financial aid for away rotation compliance.
• Collect, review, and ensure approval of research and selected topic proposals.

Record and Database Management

• Maintains course/clerkship data in the curriculum management system and related systems including event/room/resource scheduling, instructional content, learning objectives, students/instructor rosters per event, attendance, exams and grades.
• High volume, detailed entry into scheduling software.
• Management of site capacities, elective/clerkship offerings, and process in the lottery software.

Clerkship Management

• Acts as a liaison between the medical school and clinical rotation sites.
• Annually reviews/collects new site capacities to prepare for fourth-year lottery.
• Works with clerkship directors to annually update the fourth-year clerkship and elective offerings and descriptions.
• Annual presentation with the Assistant Dean of Clinical Applications to the incoming fourth-year students on scheduling information and processes.
• Maintains the process for tracking student absences, remediation, and notifications to students and faculty.
• Responds to inquiries from faculty, students, and administrators regarding course/clerkship matters.
• Assists in testing activities including serving as a proctor, and may serve as a liaison to external testing entities.
• Provides administrative support to course/clerkships directors as needed.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. 

EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree in education, business administration or a related field preferred or three years in an administrative or educational setting.
• Requires proficiency with email, electronic calendaring, scanners, and copy machines.
• Requires proficiency with Microsoft Office (Word, Excel, and PowerPoint).
• Experience with Apple technology preferred.
• Experience with electronic multimedia (video and audio) formats preferred and other instructional technology.

OTHER SKILLS AND ABILITIES:

• High level of organizational skills.
• High level of communication skills (verbal and written) to effectively interact with faculty, staff, and students.
• Strong attention to detail.
• Ability to complete tasks with thoroughness.
• Maintain confidentiality.
• Ability to work with independence.
• Ability to analyze data and information.
• Establish priorities and meet assigned deadlines.
• Work on projects before/after hours if necessary to meet deadlines.
• Interpret, comprehend, organize and transmit complicated and detailed data accurately.
• Professional demeanor and appearance.
• Desire to work as part of a team and take direction from multiple individuals.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

We are committed to excellence and health equity through transformative medical education, high-quality, patient- and family-entered care, innovative research, and community partnerships within a just culture of diversity, equity, inclusion, and belonging. Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. Building upon a $100 million foundational gift in 2011, WMed is a recipient of the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide as well as the creation of 1,600 new jobs and an annual estimated economic impact of $353 million in Kalamazoo and Calhoun counties.

WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. The medical school offers a comprehensive, innovative four-year Doctor of Medicine degree program and two Master of Science degree programs in Biomedical Sciences and Medical Engineering. We train physicians in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout Kalamazoo, Portage, and Battle Creek. The Department of Pathology faculty serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with faculty and administrative offices, student study and social spaces, team-based learning halls, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed is building upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery. 

Western Michigan University Homer Stryker M.D. School of Medicine is an Equal Employment Opportunity/Affirmative Action employer of females, minorities, individuals with disabilities, and protected veterans, and actively strives to increase diversity within its community. We provide a drug- and tobacco-free workplace. 

EEO Minorities/Women/Disabled/Protected Veterans.