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Clerkship Administrator - Kaiser Permanente Bernard J. Tyson School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 857549 Date posted: 01/06/2020

By joining the team that is designing and implementing Kaiser Permanente Bernard J. Tyson School of Medicine, you will have the opportunity of a lifetime to create a medical school that will educate physicians for the 21st century and beyond and be a catalyst for change in medical education. The School of Medicine team works from an interdependent model of practice and we are looking for someone who thrives in a highly challenging role within a high functioning team-based environment.

The Kaiser Permanente Bernard J. Tyson School of Medicine is devoted first and foremost to offering an outstanding, forward-thinking medical education.  Its curriculum is built on the three pillars of Biomedical Science, Clinical Science, and Health Systems Science. Students will think broadly about the ways care can be more effective for everyone and learn how to advocate for better health in homes, school, workplaces, neighborhoods, and society at large. The school will incorporate many of the most innovative and effective educational practices available today and will give students the opportunity to learn from the physicians and care teams in Kaiser Permanente-s integrated health care system.  This approach will provide future physicians with the knowledge and skills to play key roles in the transformation of healthcare in our nation and help people from all backgrounds and settings thrive. Learn more at

The Clerkship Administrator serves a key role in the clinical experience for medical students at Kaiser Permanente School of Medicine. The Clerkship Administrator is a multifaceted role that is fundamental to the success of the clinical clerkships and the Clerkship Directors. The foremost role of the Clerkship Administrator is to assist and advise the Clerkship Directors in managing the clerkships, including designing and maintaining the curriculum, ensuring consistent medical student experiences across the sites, and compliance of educational experiences with Liaison Committee on Medical Education (LCME) requirements. The Clerkship Administrator will act as a student advisor, advocate, and policy expert for the clerkships being overseen. As the School and its clinical experiences evolve, the expectations and responsibilities of the Clerkship Administrator may change. This role reports to the Clerkship Directors and supports clinical training across all four years of the curriculum.

Essential Responsibilities:
  • Function as the first point of contact/liaison to students, faculty, residents, medical center sites, clerkship directors and school administration for any issues or questions relating to the clerkship.
  • Distribute rosters, collect student information and track current policies of each site.
  • Act on behalf of the clerkship directors, department managers, or chair (if required) to establish priorities and identify and resolve problems that are administrative in nature
  • Visit teaching sites as needed to support student experiences at clinical sites and assist clerkship and site directors with faculty development.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
  • Coordinate and staff the clerkship orientation and didactic sessions for students including scheduling speakers, tracking attendance, and preparing materials.
  • Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • May assist with transmitting clerkship information to medical center sites on an on-going basis.
  • Promote equity, inclusion, and diversity in the workplace.
  • Student Oversight
  • Identify students who appear to be having trouble (e.g. poor attitude, lack of commitment, frequent absences) and notify the clerkship director of concerns.
  • Monitor the student assessment process and maintain complete and accurate student files and documentation.
  • Communicate and monitor day-to-day work of students, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Monitor student progress toward completion of required clinical activities and experiences.
  • Curriculum
  • Communicate the curricular goals, policies, learning objectives, and standards of the clerkship, clerkship's department, and medical school to students and faculty.
  • Maintain the appropriate databases to track and fulfill LCME requirements.
  • Build curriculum policies that encourage a positive, collaborative environment that upholds the shared educational mission of the clerkship and Kaiser School of Medicine.
  • Maintain the clerkship site of the learning management system (Elentra)
  • Assessment and Evaluation
  • Assist clerkship director in setting grading policies, preparing final grades for submission, and reinforcing policies with students and administration when issues arise.
  • Distribute and maintain student assignments and clinical assessments.
  • Assist as needed with processes for student and faculty evaluation of the clerkship.
  • Work with the Chair of the Department of Clinical Science and the clerkship's department to coordinate exam administration and grading.
  • Assist in the deployment of (department-sponsored) quizzes, clinical examination questions, National Board of Medical Examiners Subject Examination, and Observed Structured Clinical Exam (OSCE) administered by the Office of Medical Education.
  • Build successful relationships with the other team members, including the site directors and site managers.
  • Assist in scheduling and supporting meetings with faculty related to assessment of individual students.
  • Facilitate the ongoing scheduling of dedicated clinical assessors (Expert Clinical Assessors).
  • Assist in development of annual reports, prepare data analysis reports, and provide program faculty with data on student performance.
  • Basic Qualifications:
  • Minimum five (5) years relevant healthcare, business operations, and project management.
  • Education
  • Bachelor's degree
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Well-developed interpersonal skills, including the ability to deal effectively with all levels of personnel
  • Excellent verbal and written communication skills
  • Time management and organizational skills; must demonstrate the ability to prioritize and accurately complete tasks independently
  • Ability to work independently with minimal supervision but also be able to work in collaboratively in a team environment
  • Excellent technical skills (proficiency in Microsoft word, power point, excel, and access or preferred scheduling software
  • Excellent problem-solving and decision-making skills
  • Conflict resolution and negotiating skills
  • Professionalism, discretion, and confidentiality
  • Basic understanding of medical and adult education
  • Ability to take initiative and ownership of multiple projects and of improving job results without being requested
  • Demonstrated success in following through and completing projects
  • Excellent organizational skills and attention to detail; anticipates contingencies
  • Displays consistency and success in adhering to deadlines
  • Receptive to feedback, willing to learn, embraces continuous improvement
  • Ability to network with the other KPSOM clerkship coordinators to share resources and solutions to common problems while building mentoring relationships
  • Collaborative and facilitates open and effective communication

  • Preferred Qualifications:
  • Minimum two (2) years of supervisory or leadership capacity experience.
  • Experience working with postgraduate students or internship coordination a clerkship program, graduate education program or performing work in an administrative role coordinating programs and schedules.
  • Academic medicine experience.
  • Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Individual Contributor Job Category: Education / Training Department: Kaiser Permanente Bernard J. Tyson School of Med Travel: Yes, 50 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Education & Training Careers

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    Our education and training teams dedicate their attention to the ongoing development of our many health and business professionals to improve the overall performance of the organization. Work includes identifying training needs, designing learning strategies, defining instructional courses, and harboring an ongoing commitment to leadership development, organizational effectiveness, and instructional management.

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