Medical Education Program Specialist

Position Summary

As a member of the Office of Medical Education & Evaluation, the person who holds this position will take primary responsibility for all clerkship, elective, sub‑internship, and M3/M4 faculty assessment of student forms and communication to students, faculty, and staff as it pertains to these documents. This person will provide administrative support to data monitoring programs within the Office of Medical Education and Evaluation and collaborate with members of the Office of Student Affairs to ensure development of student portfolios is accurate and accomplished in line with deadlines for accrediting bodies and national programs.

They will maintain all records as required for accreditation purposes and collaborate with college‑wide departments for data sharing and analysis. This person will also maintain certification with Prometric for computer‑based testing examinations in the CBT center for both UIC developed exams, NBME, and USMLE exams.

• Coordinate faculty grading procedures for all M3/M4 students.
• Construct and maintain a log of M3 & M4 student schedules and their faculty preceptors.
• Develop and generate individual faculty evaluations of student instruments and distribute them to the appropriate faculty preceptors; make recommendations for modifications to existing forms.
• Develop and/or participate in processes for utilizing new technology to improve access for students and faculty to participate in the grading process.
• Use good judgment to ensure that the evaluation instruments are completed and student grades are assigned according to the protocol established with each academic department.
• Make recommendations regarding procedures for assigning, distributing, receiving, and recording evaluation instruments.
• Use discretion in handling sensitive and confidential information regarding student evaluations.
• Monitor and coordinate the flow of information regarding student performance from multiple faculty at multiple clinical sites.
• Communicate effectively with faculty regarding completion of student evaluation forms.
• Perform other duties as assigned.

• Collaborate with the local registrar to maintain academic records for all current students.
• Update each student's file when grades and/or exam scores become available.
• Upload student grades into Oracle, Apex, or other databases and run queries as requested; upload grades onto the student transcript.
• Serve as the contact person for students, faculty, and staff who wish to review the academic records of all students and ensure access to these files aligns with University guidelines and FERPA; answer FERPA questions as requested.
• Provide information from student files for letters of recommendation upon written request.
• Serve as the main point of contact for the Office of Education Affairs on the Chicago campus for data sharing on accreditation metrics.
• Collaborate with the Office of Student Affairs to provide files for career counseling and creation of student residency applications.
• Perform other duties as assigned.

• High school diploma or equivalent.
• Any combination totaling four (4) years (48 months) of the following:
  College coursework in medical education, education, communications, public relations, or a closely related field, measured by the conversion table below.
• Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.

Note:

Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

• Experience using multiple interfacing platform systems.
• Experience with educational technology or record‑keeping software systems.
• Experience with Excel for data tracking and reporting.

Please upload college transcripts and a list of three professional references at the time of submitting your application. If you do not have a copy of your transcripts at the time of the application, please email a copy to rockfordhr by the position close date. Once you have submitted your application you will not be able to make any changes; to revise your application you must withdraw and reapply.

Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

To Apply:

For fullest consideration click on the Apply Now button, complete all sections of the online application, and upload any supporting documents. Illinois residency is required within 180 days of employment.

The University of Illinois System is an equal opportunity employer
, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. The university provides accommodations to applicants and employees.

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