Phase 2 & 3 Clerkship Coordinator

2 weeks ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting directly to the UME Administrative Director, Curriculum and Learning Environment, this position assists in the coordination of the various curricular, administrative, community and student tasks related to the clerkship curriculum of the four-year Undergraduate Medical Education program, Phase 2 and Phase 3. This position will also take direction from the Phase 2 Director, the Phase 3 co-Director(s), as well as Theme Chairs as appropriate to maintain and continually improve upon the Phase 2 and Phase 3 curriculum.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM website.

**Responsibilities**:
Tasks may include but are not limited to the following:

- Provides support to Site Liaison Clinicians Site Administrative Coordinators (Phase 2), and Clerkship Leads and Hospital Coordinators (Phase 3) in the organization and planning of student learning experiences, faculty development sessions and student support.
- Works closely with the Phase 2 Director and Phase 3 co-Directors in order to ensure success of the program, including suggesting policy or procedure changes.
- Works with the Phase Director/co-Directors, direct supervisor and IDs in coordinating the on-going development of curriculum objectives for the Phase 2 and 3 curriculum, including logistics, and monitors the implementation and evaluation of these objectives.
- Acts as a resource person to Phase 2 community faculty members on Phase 2 issues and acts as a resource person to Phase 3 hospital-based faculty members on Phase 3 issues.
- Attends informal curriculum development working group meetings, Phase 2 and 3, and UMEC meetings acting as a resource to the members.
- Provides assistance and guidance to faculty members in handling of day-to-day problems of instruction and implementation of curriculum within the scope of the position.
- Acts as a liaison between the Phase 2 Director and the Phase 2 community physicians and community members, as well as between the Phase 3 co-Directors and the Phase 3 hospital-based physicians and community members.
- Coordination of Phase 2 and Phase 3 committees in organizing appropriate meetings, including sending out agendas, inviting participants and taking minutes in order to affect continuity and articulation of the curriculum.
- Performs complex administrative tasks such as initiating correspondence, preparing reports, maintaining databases and organizing various academic events and sessions.
- Develops a full understanding of program specific policies and procedures as well as accreditation guidelines to ensure the requirements are met.
- Provides information to Community Relations Unit to enter data into Panda in a timely manner, to ensure proper clinical scheduling.
- Works extensively with and provides recommendations for the efficient usage of Elentra (or other) assessment software. Provides support for Site Administrative Coordinators (SACs), Hospital Coordinators, students, and faculty in the use of Elentra.
- Ensure collection of expense claims and financial information from participants (preceptors, students, external employees in UME) and forwards to finance for timely processing.
- Collects academic payment information from SACs and Hospital Coordinators, calculates payment and enters into the batch payment forms. Provides payment documents to supervisor for approval and ensures accuracy.
- Works with Phase 2 Director, immediate supervisor, Instructional Designer and SACs for the smooth academic scheduling across all Comprehensive Community Clerkship sites. This includes development of the annual Phase 2 timetable.
- Works with Phase 3 co-Directors, immediate supervisor, Instructional Designer and Hospital Coordinators for the smooth academic scheduling across all Phase 3 sites. This includes development of the annual Phase 3 Rotation schedule.
- Works with the Phase 2 and Phase 3 administrative teams to coordinate and run the Phase 2 and the Phase 3 Site/Stream Selection process including being the key coordinator of both the Phase 2 and Phase 3 lotteries.
- Functions as a key part of the clerkship support team across Phase 2 and Phase 3. Serves as the occasional backfill for the other Phase 2 & 3 Clerkship Coordinator when that individual is away or if short-term assistance is needed.
- Serves as the administrative event coordinator for all Phase 2 collective events, including but not limited to: Phase 2 Orientation week (or Transition to clerkship), Phase 2 Regional meetings, SAC retreat, Northern and Rural Health Research Proposal projects, etc.
- Serves as the administrative event coordinator for all Phase 3 collective events, including but not limited to: Phase 3 Orientation week, Phase 3 Academic Week(s), Transition to Residency, MCC Boot Camp, etc.
- Serves as the main liaison between clerkship (both Phase 2 and Phase 3) and the UME Assessment Office. This includes (but is not limited to) worki

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