Medical Education Coordinator

Title: Medical Education Coordinator

Job Classification: R2-B, Non-Exempt

Department Name: Medical Education

Supervisor: Medical Education Manager

Work Arrangement: Hybrid Eligible

California University of Science and Medicine (CUSM) is seeking a skilled and motivated Medical Education Coordinator to join the Medical Education team. This role plays a vital part in supporting the success of medical students enrolled in the Medical Doctorate (MD) program. This position ensures the smooth day-to-day operations of assigned pre-clerkship or clerkship experiences by coordinating schedules, managing communications, and maintaining essential systems and records. The Medical Education Coordinator serves as a key liaison between students, faculty, and internal/external stakeholders. This role requires a detail-oriented, proactive professional with strong communication, organizational, and follow-up skills, and a commitment to service excellence in a collaborative academic environment.

This position is available effective July 7, 2025, and will remain open until it is filled. Priority consideration will be given to applicants who submit a resume and cover letter by July 1, 2025, through the application link. The salary range is dependent on education, job-related knowledge, skills, and experience. Applicants must be available to work on campus 4 days per week.

Position Purpose

Under the direct supervision of the Medical Education Manager, the Medical Education Coordinator is responsible for coordinating and supporting all medical students enrolled in the Medical Doctorate program. This position provides support for the day-to-day operations and functioning of assigned pre-clerkship or clerkship(s). Duties may be complex in nature and require considerable judgment, informed decision-making, attention to detail and timeliness, initiative, and interpersonal aptitude.

Essential Functions

60% Pre-Clerkship/Clerkship Coordinator

• Support day-to-day operational activities and events for assigned pre-clerkship or clerkship(s) medical doctorate students.
• Serve as the first point of contact and liaison between various stakeholders, including students, staff, faculty, and external partners, regarding curricular scheduling, calendars, inquiries, and pertinent information.
• Collaborate with internal departments and teams to support various activities, such as student leaves of absence, deferrals, schedule adjustments, onboarding and credentialing, housing, stipends, audit student credits, and other educational activities. For clerkship assignments, support professional development semesters, clerkship boot camp, information sessions, advising, support with VSLO, and student portfolios.
• Provide schedule, clerical, and faculty support for various educational programs; manage lecture recordings of class sessions through Panoptio and Microsoft Teams, and/or manage classroom reservations.
• Support student performance evaluations by responding to faculty and student inquiries.
• Develop and maintain information in educational systems such as Oasis and Medhub for the university’s learning objectives, as well as implement and improve processes and systems to enhance efficiency. Pre-clerkship assignments will assist with onboarding new course directors, faculty, and guest lecturers to the management system. Clerkship assignments will provide support for the VSLO application and other system application processes.

25% Office of Medical Education (OME) Support

• Support OME Leadership with program support for initiatives such as the Global Health Equity program, ASPIRE, CARE, CHANGE, and the Scholars Program.
• Provide support for university events such as the White Coat Ceremony, Match Day, VIP Day, and commencement.
• Promote teamwork and participate in various committees within the department and university.

10% Compliance and Record Keeping

• Develop, maintain, and organize course modules within the learning management system (LMS) Canvas.
• Prepare, distribute, and maintain program-related documentation.
• Maintain organized files of program records.

5% Other Duties as Assigned

Required Educational Qualifications

• Bachelor’s degree in health services administration, education, student affairs, or other related field, and a minimum of two (2) years of experience in academic advising, student services, or student counseling services environment

Skills and Abilities

• Advanced proficiency with technology and software including Microsoft Office Suite, MS Outlook/Teams, SharePoint, Canvas, OASIS, Medhub, ExamSoft, or other, similar platforms used in the delivery of Medical Education.
• Excellent listening and critical thinking skills.
• Excellent customer service skills.
• Excellent communication skills, including written and verbal acuity.
• Demonstrated ability to work independently, and as a part of a collaborative team, to organize and establish job priorities to meet deadlines and changing priorities.
• Ability to interact constructively with staff, faculty, students, and community members, with diverse personalities and cultures, exercising sensitivity, tact, and diplomacy with an emphasis on flexibility, customer service, and professionalism.
• Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and discretion.
• Strong organizational skills and attention to detail.
• Strong initiative.
• Ability to analyze information to define and follow up on problems or objectives.
• Ability to take initiative and ownership of projects.
• Ability to respond well to feedback.
• Ability to adapt to a dynamic environment.
• Ability to work remotely and in the office as required.

Preferred Qualifications

• Master’s degree in health services administration.
• Experience in medical education.
• Familiarity with the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Other Requirements

Items Used

Standard office equipment including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: Occasionally
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Frequently
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Proof of full vaccination and one booster of SARS-CoV-2 (COVID-19) is a condition of employment or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection.)

FLSA Status: Non-Exempt

Job Description Preparation Date: June 10, 2025

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