Ambulatory Clerkship & Medical Education Coordinator

Benefits

All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax‑deferred annuity and cash match programs, employee discounts, well‑being resources, abundant opportunities for career development and advancement, and more.

Unit
:
School Of Medicine MBU

Department
:
School of Medicine

The Ambulatory Clerkship & Medical Education Coordinator is a multifaceted and critical position within the Office of Medical Education (OME). This role is responsible for the comprehensive administration of both the Ambulatory Clerkship and Career Exploration Electives (CEE). The administrator serves as a central hub, managing all logistics, communications, and administrative functions of the Ambulatory Clerkship and CEE to ensure the effective and efficient administration of these essential components of the medical student curriculum.

This position acts as the primary liaison between students, faculty, residents, and departmental administration, while also providing essential support to the Clerkship Directors and the Office of Medical Education leadership. The role requires a deep understanding of educational policies, a proactive approach to problem‑solving, and a high level of accuracy to maintain compliance with institutional policies and accreditation standards.

• Serve as the primary point of contact for the clerkship, facilitating timely, professional communication between students, preceptors, and clinical sites.
• Administratively manage student rotation logistics, including timely clinical site assignments, schedule development, and duty hour compliance.
• Maintain proactive communication to support preceptors, address issues, and ensure active, effective communication with students, preceptors, and sites.
• Maintain comprehensive and accurate student data.
• Continuously monitor student progress to ensure alignment with clerkship requirements and adherence to all established deadlines.
• Promote completion of and analyze student evaluations, faculty/resident feedback, and monitor student completion of required clinical experiences, direct observations, and other clerkship‑specific requirements.
• Assist in the grading and evaluation process by coordinating preceptor evaluations, verifying grade accuracy, and ensuring the timely submission of required documentation.
• Collaborate with Clerkship Directors to maintain a transparent, equitable process aligned with SOM policies, and support resolution of grading discrepancies, student appeals, or feedback concerns.
• Facilitate grading committee meetings and assist the Clerkship Director in timely grade submission.
• Track outcomes data and provide detailed, timely reports to the Clerkship Director, facilitating informed decision‑making and support for student development.
• Monitor site comparability data to ensure consistent educational experiences across all clerkship sites.
• Schedule and organize all aspects of the clerkship orientation, didactic sessions, and other academic sessions, including planning and coordinating logistics, preparing materials, coordinating technology support services, scheduling rooms, and communicating with students in advance to promote a positive and supportive learning environment.
• Manage the scheduling of didactic sessions by securing and coordinating with speakers, confirming their availability, and providing them with the necessary details.
• Coordinate simulation assignments by working closely with the Simulation Center team to ensure all sessions are efficiently organized.
• Manage the two‑year longitudinal ambulatory clerkship experience required for MD‑PhD students. This includes tracking completion of requirements, facilitating orientations, and coordinating one‑on‑one check‑ins for multiple cohorts progressing through their curriculum at different stages. Collaborate with the MD‑PhD program faculty and staff, ensuring effective administration of the ambulatory clerkship experience for their students. This experience is separate from the four‑week…