Pre-Doc Coordinator

Job Requirements

Position Summary

The Pre-Doc Coordinator is responsible for coordinating and supervising all rotating medical school students and core medical student rotations for Spartanburg Regional Medical Center. The Coordinator is responsible for the facilitation of District wide orientation, obtaining and distribution of organization credentialing requirements to Human Resources, establishing system IT access, coordination of IT, scrub and rotation-specific training, supervision of placements for early clinical experiences (ECEs), research opportunities, internships/clinical observations, and maintaining documentation for medical students participating in all clinical learning opportunities. The Pre-Doc Coordinator provides supervision and management for all medical students (425+ students per academic year) which consists of

core students (40 per year- 3rd and 4th year students), research students (20+ per year), ECE students (190+ per year), and monthly medical students (average 175+ per year- 3rd and 4th year students). The Coordinator assures appropriate Affiliation Agreements are in place for all students, and follows all procedures for acceptance of all rotating students. The Coordinator will maintain student housing schedules for rotating students and will assure that housing is maintained in accordance with the housing contract. Additionally, the Pre-Doc Coordinator will maintain records of student rotations for educational institutions and will help provide rotation evaluations as required by the students - medical college/university. The Pre-Doc Coordinator works directly with the DSME, and VCOM to assure that needs are met for clinical rotations. Coordinates all Educational Days and other educational experiences for current medical students at the District. The Coordinator is responsible for faculty appointments to VCOM, maintaining up to date records for all preceptors, ensuring preceptor contracts are in place for compensation purposes and submission of all required documents. Responsible for invoicing for revenue to the District, and for compensation for all preceptor payments (District, MGC and Independent). The Pre-Doc Coordinator maintains, coordinates and manages the Medical Student Services departmental budget as outlined in SRHS guidelines, procedures and business goals. The Pre-Doc Coordinator position requires a high-level of independence for routine activities and decision-making in daily activities.

Minimum Requirements

Education

- High School Diploma

Experience

- 2+ years of supervisory and/or administrative experience
- Proficient in MS Word, MS Outlook and MS Excel spreadsheets

License/Registration/Certifications

- N/A

Preferred Requirements

Preferred Education

- Associate's Degree or Bachelor's Degree in Business Administration or related field

Preferred Experience

- 5+ years of supervisory experience in a healthcare setting
- 3+ years of Master Scheduling experience

Preferred License/Registration/Certifications

- Certification in Clerkship Administration (CCA) by AAMC/CGEA
- Certification with Administrators/Coordinators of Undergraduate Medical Education (ACUME)

Core Job Responsibilities

- Manages the Medical Student Program designed to deliver services aimed in training medical students to become skilled physicians for entering into residency. Recruits, plans, develop, modifies, implements, communicates and evaluates program services and operations.
- Credentials and maintains required approved clerkship program documentation of medical students.
- Supervises students, recruits, trains, schedules and assigns rotations. Assess, enters, communicates, and maintains records of student performance. Counsels or disciplines as needed.
- Provides goals and objectives for program/rotations, measures performance against goals. Recommends changes to existing program/rotations based on evaluations and continuous feedback.
- Performs as an internal and external liaison and public relations to promote student programs and services. Develops communications plans to publicize program services. Interacts with faculty, administrators, students, staff and counterparts in other organizations, and others with a connection to the program.
- Researches and identifies external funding sources and develops possible opportunities to explore. Maintains records to communicate and validate areas for potential increased revenue.
- Prepares and maintains detailed records for invoices and revenue receipts due to the District.
- Facilitates contract agreements with Finance to receive and distribute compensation of rotations
- Provides and maintains proper compensation to preceptors for teaching services.
- Maintains, coordinates and manages the Medical Student Services departmental budget as outlined in SRHS guidelines, procedures and business goals for all costs and revenue associated with medical students.
- Coordinates the design and delivery of the program and the program services with the District, colleges/university offices. Establishes and maintains ongoing communications with the District, preceptors, offices, staff, students and medical college/university counterparts to ensure integrated efforts.
- Identifies student training needs. Facilitates workshops, presentations and other educational services. Oversees the training and assesses the effectiveness. Makes modifications as appropriate.
- Participates in division short and long-range planning, policy formation and strategic decision-making. Ensures program goals and objectives are consistent with other divisional programs and services.
- Facilitates online orientation, and is the sole facilitator of SRHS orientation for all medical students (core and monthly). Maintains all documentation and orientation information for all student's clinical observations/rotations in SRHS. Coordinates, schedules and maintains all documentation requirements for all medical students which include Employee Health, Employment & Recruitment requirements, IT access and training, Scrub training, N-95 Fit Testing, and Badge & Security requirements.
- Facilitates the coordination and scheduling of all medical student opportunities with District Faculty, MGC, and Independent preceptors.
- Coordinates, requests and facilitates with Legal for new Affiliation Agreements/renewal of agreements with medical colleges/universities using the District as a clinical site for a medical student clinical rotation, internship or observation.
- Coordinates meetings when needed with preceptors and medical students to address behavioral/performance not in line with District values and/or the medical students - medical college/university.
- Counsels medical students with daily stressors with guidance, advise and provide additional avenues for assistance.
- Implement and markets Medical Student Services Program to the District, VCOM, USC, MUSC, SC AHEC, and various medical colleges/universities nationwide.
- Seeks and recruits preceptors for Medical Student Services program rotations.
- Markets successful opportunities, clerkships, and outcomes. Provide recruitment efforts for medical students to rotate at SRHS, for other medical schools to affiliate themselves with SRHS, with highlights to the available rotations and residency programs. Development of promotional materials and coordinates marketing material to maximize student participation in SRHS rotations.
- Facilitates, schedules, performs meetings, site visits, and feedback sessions for rotations and preceptors with medical students, medical colleges/universities bi-yearly, yearly, and as needed.
- Maintains SMC medical student areas; to include the Study Room, Lounge and Call rooms.
- Facilitates, coordinates and organizes Medical Student Services program events for welcome event, yearly planning and graduation.
- Manages, maintains, communicates, and coordinates with SRHS residency programs for successful candidates auditioning to join SRHS Residency Programs.
- Facilitator of all medical student - end of rotation - exams, and repeat of exams as needed.
- Coordinates, inspects and maintains with the rental property to assure students maintain the property, lease payments and in accordance with the contract.

Provide support and leadership with counterparts of VCOM core sites.