Position Function/Summary:

The Clerkship Coordinator is responsible for the coordination of one or more Clerkships, including the design, implementation, assessment/evaluation, and management of academic, evaluative, and administrative activities to ensure fulfillment of learning objectives and clinical experiences. This position reports to the Clerkship Manager.

Primary Duties/Responsibilities:

Academic processes and ongoing educational activities for designated clerkship(s)

    • Work with college leadership and faculty to develop, implement, evaluate and manage all academic and administrative elements of designated clerkships to ensure fulfillment of learning objectives and clinical experiences.
    • Ensure consistent standards and objectives are met and assist students with completion of requirements associated with designated clerkship(s) including procedure lists, case logs, senior competencies and OSCE programs. Monitor student progress and independently inform students of incomplete competencies or other course requirements.
    • Contact faculty after each clinical rotation for student evaluations and grades, compile grade averages and forward final evaluations to clerkship director and Office of Academic Affairs for review. Advise college faculty and leadership on progress, emergent issues, and suggestions for development of the program.
    • Maintain all clerkship and course documents including confidential faculty files, student evaluations and grades, budget reports, and monthly and annual reports. Collect and analyze data, provide standard and ad hoc reports, evaluate and offer qualitative recommendations in support of the clerkship program.
    • Represent designated clerkship(s) at unit/college/campus/clinical site meetings, and other meetings, provide information, offer recommendations, and advance the interests of the program.
    • Serve as a resource to faculty and students to interpret educational policies and procedures of the college.
    • Gather information, analyze operational practices/workflow, and offer recommendations to create new systems or revise established procedures.
    • Compose correspondence and reports in response to inquiries, or as requested by the clerkship director or Academic Affairs leadership. Schedule meetings, prepare documentation, and maintain accurate current database files.
    • Proctor National Board of Medical Examiner (NBME) subject examinations and progress OSCEs (Objective Structured Clinical Examinations).

Development and implementation of the clinical clerkship curriculum for the placement of students in designated clerkship(s) rotations for all affiliated sites

    • Facilitate and lead the clerkship student orientation and provide administrative clerkship information to students.
    • Maintain efficient and effective daily management of clerkship rotation and communicate with the Clerkship Director and Associate Dean of Academic Affairs on pertinent issues, including regular assessment and evaluation of the program.
    • Oversee and develop student instructional schedule in collaboration with course faculty. Work directly and independently with departmental faculty to schedule medical students during each clinical rotation throughout the academic year.
    • Coordinate curricula and team-based learning activities related to faculty and student development for improvement of curriculum delivery. Offer recommendations to faculty and leadership on program design and delivery.
    • Coordinate the remediation process for students during designated clerkship(s).
    • Serve as liaison between students and clerkship directors at teaching sites.
    • Serve as liaison between the designated clerkship(s) and the GME coordinators at all affiliated sites. Coordinate with staff at clinical teaching sites for problem solving and development of coordinated responses to clerkship needs and requirements; ensure appropriate faculty at each site are appointed.

Development, implementation and evaluation of curriculum and appraisal systems

    • Implement and oversee student/faculty appraisal systems based on curriculum and educational experiences.
    • Disseminate annual evaluation reports to faculty members. Compile department and faculty appraisals into an annual department report.
    • Offer suggestions and implement recommendations from administration and faculty following evaluation reviews

Administrative and budget related activities on behalf of designated clerkship(s)

    • Coordinate service tracking processes for all faculty providing educational assistance to the designated clerkship(s) to ensure accurate and complete effort data is available for payment.
    • Process procurement transactions and reimbursement vouchers for designated clerkship(s) director and faculty.
    • Make financial recommendations on matters related to curriculum, budget and resource planning, faculty affairs and personnel management.


    • Coordinate agendas/meetings/reminders for the Clerkship Directors meetings.
    • Assist with the planning and implementation of annual retreats and other major events.
    • As needed, as backup or for overload, provide direct support to clerkships assigned to other staff.
    • Perform related duties as assigned and assist as needed in Academic Affairs.

Position Requirements and Qualifications:

Required Education

    • Bachelor’s degree required

Preferred Education

    • Master’s degree preferred

Required Experience

    • One year of professional work experience in higher education, healthcare, or a medical education setting that included design, coordination, and evaluation of programs and objectives.

Preferred Experience

    • Work experience in medical education, other formal education, healthcare, or a related field.
    • Three to five years of professional work experience in a university setting.
    • Experience working with curriculum and/or faculty, preferably in a professional school.
    • Experience working with B-Line video capture software, Compass, eValue medical education system software or a comparable program.

Knowledge Skills and Abilities

    • Excellent verbal and written communication skills.
    • Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems.
    • Ability to work collaboratively and in a high-paced environment.
    • Excellent judgment and discretion, especially in the handling of confidential and/or sensitive issues and information.
    • Ability to effectively use a variety of software programs and systems, including data entry, retrieval and report generation.
    • Self-motivated passion for growing and adapting to change.
    • Ability to manage multiple projects, deadlines.
    • Ability to analyze and develop guidelines, procedures and systems.
    • High attention to detail with excellent organizational skills.
    • Knowledge of Liaison Committee on Medical Education (LCME) accreditation standards
    • Knowledge of student and patient privacy regulations (FERPA and HIPAA, etc.)

Salary and Appointment Information
This is a full-time, Civil Service, Program Coordinator position appointed on a 12-month service basis. The expected start date is as soon as possible after the closing date. Salary is commensurate with experience and qualifications.

Application Procedures and Deadline Information

For more information on the Carle Illinois College of Medicine, please visit https://medicine.illinois.edu/.  Applications must be received by November 5, 2019.  To apply for this position, create a candidate profile at https://jobs.illinois.edu. If you already have a profile, you will be redirected to that existing profile via email notification. To complete the application process:

Step 1) Submit the Staff Vacancy Application.
Step 2) Submit the Voluntary Self-Identification of Disability forms.
Step 3) Upload the following:

  • Cover letter
  • Resume (months and years of employment must be included).
  • Academic credentials (unofficial transcripts or diploma may be acceptable).
  • Names/contact information for three references.

In order to be considered as a transfer candidate, you must apply for this position at https://jobs.illinois.edu. Applications not submitted through this website will not be considered. For further information regarding application procedures, you may contact the search committee at HumanResources@Medicine.Illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information, visit http://go.illinois.edu/EEO.