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As a key member of the Idaho WWAMI Medical Education Clinical Office, the Medical Student Service Coordinator is responsible for advising University of Washington School of Medicine (UWSOM) students in academic planning and program eligibility of clinical rotations at the Boise VA Medical Center. As the largest training site in Idaho, this position will initiate measures to strengthen strategic alliances between the Boise VA Medical Center and the UWSOM. The Medical Student Service Coordinator duties includes, but is not limited to, providing guidance and training to UWSOM medical student, academic planning, hospital credentialing, student compliance, reporting and program administration at the Boise VA Medical Center and the Idaho Track. The Medical Student Service Coordinator reports directly to the Idaho Administrator-Program Operations and takes direction from the Idaho Assistant Clinical Deans.
The Medical Student Service Coordinator will work in Boise, Idaho.
This position is expected to independently interpret and implement state and federal administrative policies and procedures. This position will exercise independent judgement, solve problems and develop innovative approaches for the Idaho WWAMI Clinical Medical Education Office. With the regional orientation of UWSOM, the Medical Student Service Coordinator must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff and students across UWSOM’s WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region in a professional, prompt and confidential manner. This position will require the ability to work on and manage various projects with competing priorities, prioritize job responsibilities, and work effectively with Deans, faculty, students, staff, and all external customers to the UWSOM.
This position provides a critical communication link between the Boise VA Medical Center, the state of Idaho, the Regional Affairs Office, Idaho WWAMI Regional Clinical Office, UWSOM departments, students, residents and the public. The Medical Student Service Coordinator is integral in assuring that the Idaho WWAMI Clinical Medical Education Office provides high quality customer service to our students, faculty, departments, Regional WWAMI Offices, University Offices, and outside institutions and organizations that use our services.
Duties and Responsibilities
Advising: The Medical Student Service Coordinator will perform tasks at the Boise VA Medical Center to the support the UWSOM including student advising, curriculum support, systems maintenance, project management and process improvement. The Coordinator will be responsible for advising students and departmental staff to SOM health care education management system (E*Value). This position is responsible for coordinating with other partner institutions and programs to accomplish the UWSOM medical student educational mission.
Advises UWSOM students, faculty and staff regarding updates to program policies, procedures, activities and clerkship site assignments.
Advise UWSOM students in academic planning and program eligibility requirements for Boise VA clerkship rotations.
Provide onsite student support for UWSOM students based at the Boise VA medical Center.
Coordinates on-site logistics for lectures, conferences, site-visits, seminars and didactics.
Contacts and schedules lectures directly with faculty, staff and outside physicians.
Advise and train students, faculty and staff in use of healthcare education management system (E*Value).
Advise and identify roadblocks and areas of improvement in E*Value for Boise VA scheduling, set-up, and content.
Contacts community-based clerkship preceptors to participate in WWAMI / Idaho Track educational presentations or clerkship activities.
Monitors UWSOM medical student program activities and troubleshoots problems not related to clinical or medical matters. Responds to questions, provides feedback, recommends alternative courses of action, problem solves as needed.
Manages UWSOM participation on clerkship scheduling platforms used by partner hospitals for clerkship and student tracking.
Collaborates with 19 UWSOM clinical departments and the local regional clerkship sites in Idaho, facilitating credentialing needs for UWSOM medical students and providing information specific to local requirements.
Communicate and assigns students to call rotations, inpatient teams, outpatient clinics, and other experiences.
Works closely with physicians, faculty, residents, hospital staff and UWSOM medical students to accomplish individual clerkship goals, career and academic planning, achieve student program responsibilities and complete related assignments.
Maintains room reservations for UWSOM medical student functions. Schedule room availability to meet the needs for multiple on-site lectures and meetings.
Maintains active User/Manager privileges for the UWSOM scheduling and evaluation platform in use by the UWSOM.
Individually responsible for creating and maintaining online student scheduling data for the Boise VA UWSOM clerkship rotation eligibility requirements and assignments, creating evaluation maps and managing the generation of student evaluations. Tracks evaluation completion status and assists to ensure timely completion of student evaluations.
Collaborates with the Visiting Student Program and UWSOM to manage the application process for non-UW medical students.
Authorizes UWSOM student registration for permission courses at the Boise VA Medical Center.
Boise VA Administrative Oversight:
Maintains current knowledge of local Boise and Federal VA Medical Center operations, as related to UWSOM medical student educational programs.
Participates in collaborative process improvement procedures with the Idaho WWAMI Clinical Medical Education Office, Boise VA Medical Center, and attends meetings, trainings and in-services as required.
Represents the UWSOM medical student program in contacts with faculty, hospital staff, administration, and the public.
Represents UWSOM medical student program on committees as requested.
Serves as point person for Boise VA Medical Center faculty, staff, administration, and others to answer questions and provide information about UWSOM medical student educational programs and policies.
Conducts site orientation and provides information for UWSOM medical students and UWSOM visiting medical students.
Organizes safety and technology training sessions with VA departments.
Ensures compliance of federal, state and institutional administrative requirements, regulations and policies.
Provides necessary documentation to appropriate offices and departments.
Works in collaboration with Boise VA Medical Center education staff to ensure student credentialing processes are completed in timely manner.
Ensure UWSOM medical student computer profiles and facility access privileges are established to ensure student clerkship experience is maximized while on clinical rotations.
WWAMI/Idaho Track Oversight:
Monitors UWSOM clerkship student enrollments and statistical information for Idaho WWAMI Office.
Creates reports for Idaho WWAMI as requested.
Works closely with UWSOM Departmental staff to answer questions and provide information on unique local needs and logistics.
Assists with coordination of meetings, conferences and other Idaho Track program activities.
Works closely with Idaho WWAMI Program Operations Specialist and Administrator of Program Operations to ensure coordination of Idaho Track clerkships and management of hospital credentialing platforms.
Travels as needed for scheduled meetings and visits.
Performs other work-related duties as assigned.
Bachelor’s Degree and two-three years of progressively increasing responsibility in an operations environment. Equivalent experience substituted for degree requirement.
Proven administrative and problem-solving skills.
Computer proficiency with spreadsheets, word processing, desktop publishing and databases in a Windows environment.
Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity.
Competency in time management, organization, managing competing priorities and attention to detail.
Professional communication style and presentation skills.
Ability to handle confidential information responsibly.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
1–2 years of experience in an academic medical environment.
Familiarity with UW administrative, fiscal, purchasing, payroll, and travel systems, e.g. e-travel, One Drive, etc.
Experience with travel bookings and meeting planning at an executive level.
Accounts payable and budgeting experience.
Experience in a health care setting or having worked directly with physicians is strongly preferred.
CONDITIONS OF EMPLOYMENT The position frequently requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and staff events and various meetings. This position requires some travel to UWSOM in Seattle as well as occasional travel within the state of Idaho.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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