Clerkship Coordinator – Family Medicine

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success
of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.

At Howard University, we prioritize well-being and professional growth.

Here is what
we offer:

• Health & Wellness: Comprehensive medical, dental, and
  vision insurance, plus mental health support
• Work-Life Balance:
  PTO, paid holidays, flexible work arrangements
• Financial Wellness:
  Competitive salary, 403(b) with company match
• Professional
  Development: Ongoing training, tuition reimbursement, and career advancement
  paths
• Additional Perks: Wellness programs, commuter benefits, and a
  vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

BASIC FUNCTION:

The Clerkship Coordinator is responsible for the day-to-day administrative and
operational management of the medical student clerkship within the Department of Community Health & Family Medicine. This position serves as
a key member of the undergraduate medical education team and supports the Clerkship Director in ensuring an organized, compliant,
student-centered educational experience.

The Clerkship Coordinator manages scheduling, evaluations, educational activities,
accreditation-related documentation, student communications, and clerkship operations across clinical training sites. The position requires
a high degree of independence, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic clinical
environment.

SUPERVISORY ACCOUNTABILITY:

Reports directly to the Clerkship Director.

May provide operational
guidance to student workers and administrative support staff involved in clerkship activities.

NATURE AND SCOPE:

The
Clerkship Coordinator works closely with faculty, residents, medical students, Faculty Practice, Hospital and affiliate site personnel,
curriculum administrators, and institutional leadership to support the successful operation of the clerkship program.

Internal
contacts include:

• Clerkship Directors
• Faculty and residents
• Medical students
• Department
  administrators
• Curriculum and Dean’s Office personnel
• Information technology and educational support staff

External contacts may include:

• Affiliate hospitals and clinical training sites
• Accreditation representatives and
  surveyors
• Vendors and educational software support personnel

PRINCIPAL ACCOUNTABILITIES:

Clerkship
Operations and Administration

• Coordinate and manage all administrative aspects of the clerkship program.
• Develop,
  maintain, adjust and distribute student rotation schedules, call schedules, orientation materials, and clerkship
  calendars.
• Coordinate student assignments to clinical teams, faculty, and affiliate sites.
• Ensure students receive timely
  onboarding information, institutional requirements, and site-specific documentation.
• Maintain accurate student records, schedules,
  and educational documentation.

Student Assessment and Evaluation Management

• Manage evaluation processes
  within educational management systems (e.g., E*Value or equivalent platforms).
• Assign and monitor student evaluations by faculty and
  residents.
• Track completion of evaluations and escalate delinquent evaluations as appropriate.
• Assist with collection and
  tracking of mid-clerkship feedback to ensure compliance with institutional and LCME requirements.
• Coordinate examination
  administration, proctoring, grading support, and exam security procedures as assigned.
• Generate reports related to student
  performance, evaluations, grading, attendance, and clerkship metrics.
• Assist clerkship director with final grade compilation and
  submission deadlines.

Accreditation and Compliance Support

• Assist the Clerkship Director with maintaining
  compliance with LCME accreditation standards and institutional educational policies.
• Maintain organized records and documentation
  related to accreditation, curriculum review, required clinical experiences, and student assessments.
• Assist with preparation of
  reports, surveys, annual reviews, and accreditation materials.
• Monitor student completion of required clerkship activities, logs,
  assignments, and educational requirements.

Educational Activity Coordination

• Coordinate lectures,
  conferences, small groups, simulation activities, and other educational sessions.
• Reserve rooms/prepare virtual links, prepare
  educational materials, and provide logistical support for educational activities.
• Assist faculty with audiovisual and educational
  technology needs as appropriate.
• Maintain lecture archives and educational materials on Blackboard Learn or LMS.

Communication and Student Support

• Serve as a primary administrative contact for medical students during the
  clerkship.
• Communicate policies, schedules, deadlines, and expectations to students and faculty.
• Address routine student
  concerns and escalate issues appropriately to clerkship leadership.
• Maintain professionalism and confidentiality in handling
  sensitive student and faculty matters.

Administrative and Financial Support

• Assist with departmental
  administrative processes related to the clerkship program.
• Prepare reports, correspondence, spreadsheets, and
  presentations.
• Support tracking of program-related expenditures and administrative documentation as assigned.
• Coordinate
  meetings and maintain meeting materials and records.

Student Recommendation Letters & Residency Application Support

• Coordinate collection of materials for Department Chair letters, Clerkship Director letters, scholarship letters, and
  specialty-specific evaluations.
• Maintain tracking system for all requested letters.
• ERAS / Residency Application
  Support.
• Upload and manage letters through Electronic Residency Application Service ERAS.
• Ensure timely submission
  of:
  • Chair letters
  • Clerkship Director letters
  • Letters of Recommendation
  • Department forms
  
  

• Coordinate standardized letters such as SLOE (Standardized Letter of Evaluation) when required.
• Confirm
  deadlines and specialty-specific requirements.

Confidentiality / Professionalism

• Maintain
  FERPA-compliant handling of student records and confidential recommendation materials.

Additional Responsibilities

• Participate in departmental, institutional, and clerkship coordinator meetings and professional development
  activities.
• Perform other related duties as assigned in support of undergraduate medical education programs.

CORE
COMPETENCIES:

• Knowledge of undergraduate medical education operations and accreditation standards preferred.
• Strong
  organizational and project management skills with attention to detail.
• Ability to prioritize and manage multiple deadlines
  simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work
  collaboratively.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite
  and educational management systems (e.g., E*Value, LMS platforms, exam software).
• Ability to analyze data and prepare
  reports.
• Ability to manage multiple deadlines and maintain accuracy in a fast-paced, highly regulated educational
  environment.

MINIMUM REQUIREMENTS:

• High school diploma or GED required.
• Minimum of 5 years of
  progressively responsible administrative, program coordination, healthcare, higher education, or medical education experience
  required.

OR

• Associate degree and 3 years of relevant experience.

OR

• Bachelor’s degree and
  1 year of relevant experience.
• Experience in academic medicine, healthcare, higher education, or medical education
  preferred.
• Strong organizational, communication, and technology skills required.
• Experience with educational management
  systems and scheduling software preferred.

Salary Range: $55,000 – $60,000

Note: This position description should
not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other
instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at
any time. This position description is not be construed as a contract for employment.

Compliance Salary Range Disclosure

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