• Student Clerkship Coordinator

    Posted Date 2 weeks ago(5/8/2018 10:53 AM)
    Requisition ID
    Position Type
    Regular Full-Time
    COM Neurology Administration
    Post End Date
  • Overview

    The Student Clerkship Coordinator will provide coordination and administrative support for the Medical Student Clerkship Program. Additional duties include assisting administrator with externally funded projects, assisting residency coordinator as needed, providing routine departmental administrative support.



    UAMS offers amazing benefits and perks:

    • Health: Medical, Dental and Vision plans available for staff and family
    • Holiday, Vacation and Sick Leave
    • Education discount for staff and dependents (undergraduate only)
    • Retirement: Up to 10% matched contribution from UAMS
    • Basic Life Insurance up to $50,000
    • Career Training and Educational Opportunities
    • Merchant Discounts
    • Concierge prescription delivery on the main campus when using UAMS pharmacy


    (55%) Administrative Support to Clerkship:

    • Reviews administrative processes/procedures for regarding student services & recommends changes.
    • Responds to inquiries and provides basic interpretation of policies and procedures.
    • Researches information to resolve problems or issues.
    • Coordinates administrative processes & prioritizes, directs, and responds to business matters involving administrative functions associated with education.
    • She/he will use an advanced knowledge of skills, methods, practices, innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.
    • Independently responds to and composes correspondence.
    • Creates and maintains spreadsheets, databases, reports based on information compiled from various sources.
    • Alerts supervisor of critical issues and upcoming events.
    • Coordinates 12 4 week rotation blocks per year with 12-16 students per block.
    • Each block requires scheduling students at 7 different locations, 3 major events, and 20 live lectures. Communicates with students and Clerkship director to create student assignments.   Emails student assignments to various personnel at UAMS. Print and assemble student booklets.
    • Download class roster, enter schedules, add student events, and enter final grades into the Student Infomation & Scheduling site (O2).
    • Creates forms and pages within Word Press to get students rotation preferences as well as schedule meeting times with students for mid-clerkship evaluations.
    • Collect next block rotation preferences from student and forward the information to the Clerkship Director.
    • Enter course schedule into O2 and add students to SPE events.
    • Email students weekly requesting updates on which physician/resident they are working with in order to direct evaluations correctly.
    • Sign off on Requirement checklist items.
    • Assist NWA campus as needed in regards to Blackboard and Checklist items.
    • Add content to Blackboard and open all quizzes per schedule.
    • Print sign in sheets.
    • Schedule and remind students of Neurology Encounters, LP Stimulation, NSPE, NBME, MCF, orientation, & scrubbing trainings. Assign evaluations and sign off on evaluations completed.
    • Print, distribute, and collect the resident ballot sheets.
    • Proctor the NBME.
    • Attempt to ensure that students are showing up at required events and follow up when they do not.
    • Perform other duties as assigned.


    (45%) Department Administrative Support:

    • Assist administrator with documentation and tracking to facilitate administrative oversight of external funding including grants, contracts, and clinical trials.
    • Direct and respond to business matters related to department external funding per administrator direction.
    • Work with TRI and OSPAN Departments when needed.
    • Utilize UAMS software programs CLARA, TRACKS, and SAP for routine work and to back-up administrator.
    • Maintain reports set up by administrator and with their direction and input.
    • Process retro-active payrolls and IDTS.
    • Track key data.
    • Maintain spreadsheet of all external funding sources to include key information.
    • Monitor expenses to ensure they are applied to project finances within the time frames needed.
    • May process some purchasing and travel for externally funded projects.
    • Assist Residency Coordinator as needed and for some routine tasks.
    • Assist with coordination during interviewing season.
    • Assist in data entry and other tasks as needed.
    • General department: faculty support, procurement, reimbursement, travel, IDTs, special projects, and other administrative processes.  
    • Create and maintain documents, spreadsheets, databases, meetings, special events as needed.
    • Use advanced knowledge of skills, methods, practices, and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions.    




    Bachelor's degree in Business, Communications or related field plus 3 years of administrative experience OR High School diploma/GED plus 7 years of administrative experience required.


    Knowledge, Skills & Abilities:

    • Microsoft Office.
    • Computer program proficiency level: Intermediate.
    • Employment background that demonstrates experience in advanced organization and scheduling skills.

    Preferred Qualifications:

    SAP, Foundation Funds Tracking & Administration (FFTA), Blackboard and O2 knowledge..


    Salary: Negotiable


    UAMS is an inclusive Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence. 

    Physical Requirements

    Stand: Never
    Sit: Never
    Walk: Never
    Bend, crawl, crouch, kneel, stoop, or reach overhead: Never
    Lift, push, pull, carry weight: 10 lbs or less
    Use hands to touch, handle, or feel: Never
    Talk: Never
    Hear: Never
    Taste or smell: Never
    Read, concentrate, think analytically: Never
    Physical Environment: Inside Classroom Setting
    Noise Level: Quiet
    Visual Requirements: Near visual acuity
    Hazards: None


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