Reporting to the Assistant Director of Operations for the Office of Medical Education, the Program Coordinator assists in running the daily operations of the Office of Medical Education's Educational Support Services, which includes coordinating support staff schedules to ensure appropriate coverage, organizing and implementing instructional programs for medical students in all four years of the curriculum, assisting Block Leaders with the master course calendar, and serving as a liaison among students, faculty, facilitators, and the Einstein Administration.
The Administrator is expected to be creative and innovative in helping achieve efficiencies by streamlining processes or advocating for using technological solutions to address issues raised by faculty or students.
CALENDAR AND CURRICULUM SCHEDULE
Prepare for and send to course directors in March (for Block 1 and Block 3 courses) and in September (for Block 2 courses) an Excel template of their most recently approved course schedule, which they will update for the upcoming year's Blocks.
Ensure the accuracy of the curriculum schedule by reviewing submissions from course directors and Block Leaders for overlaps and that the scheduled sessions conform to the OME guidelines distributed to the course directors, e.g., length of live lecture cannot exceed 50 minutes.
Coordinate with Manager of Educational Informatics for uploading the calendar to the curriculum management system (currently one45) and review for accuracy after posting.
Disseminate to course directors and block leaders information about the process to initiate changes to their course sessions once the schedule is "live" and available for students.
Coordinate with the Block Leaders in scheduling Secure Exam Reviews and Study Periods in accordance with established policy.
Be proactive in identifying areas in the schedule that might generate anxiety for students. Propose alternatives to mitigate tension.
Collaborate with the elective directors to ensure the efficiency of their elective schedule; supervise the various administrative tasks for the electives.
Other related duties, as assigned.
GENERAL - applies to pre-clerkship and clerkship phases of the curriculum
In coordination with the OME leadership and the Office of Student Affairs, develop, and update as needed, electronic exam policies, including make-up exams.
Liaise with the Office of Student Affairs to coordinate special accommodations for students, as requested, throughout all four years.
Oversee administration of all pre-clerkship and clerkship exams, including but not limited to reserving space and obtaining proctors, as necessary in accordance with Einstein policy and procedures.
Coordinate administration of the Comprehensive Basic Science Exam and Comprehensive Clinical Sciences exam, as appropriate. Working with Manager of Educational Facilities, identify an exam location(s) that is(are) adequate to maximize student performance, and send results to students.
Annually, and within the constraints of the curriculum schedule, create a makeup exam schedule for pre-clerkship exams and present same to Senior Associate Dean for Medical Education for approval.
Collect and electronically store / archive the Attestation for Assessment Administration (https://einsteinmed.edu/download/?token=NQFKJBhc4xacf7DNrgeMxKLJUJKtqFNPIEFJKEVtDOc).
Act as backup for the Software Support Specialist ensuring timeliness of exam posting and grade release in accordance with current policy and procedures.
Working under the direction of Einstein's Executive Chief Proctor, notify students of upcoming NBME exams, acts a Chief Proctor for all NBME exams, trains other chief proctors as well as all regular proctors.
Send students the required Workstation Certification form, and track receipt of same. Proactively contact students who have not completed the electronic form.
Other related duties, as assigned.
OTHER ADMINISTRATIVE DUTIES
Participate in the Office of Medical Education's quality improvement initiatives.
Assist in training staff on standard processes and procedures that utilize educational technologies or other applications. This includes any redesign of the learning management system (currently Canvas) that allows for more efficient dissemination of information to students.
With guidance from the Assistant Director of Operation, create a library of tasks and procedures that fall under Educational Support Services, with corresponding due dates, where necessary, to facilitate uninterrupted support in the event of staff turnover.
Distribute to and collect from course directors appropriate TeachingStar documents and spreadsheets; supervise the input pertaining to the lecturer/facilitator information entered into the master file to ensure accuracy of the information collected.
Administer important information distributed to all the medical students, including class announcements.
Other related duties as assigned.
Albert Einstein College of Medicine offers flexible work schedules and a hybrid remote work arrangements for our professional and administrative staff with supervisory approval. The incumbent for this position is eligible for consideration and applicants should inquire.
Bachelor's Degree and 3-5 years of experience in higher educational administration.
Familiarity with curriculum management systems (preferably one45), learning management systems (preferably Canvas), and electronic testing platforms (preferably ExamSoft).
Influences the behavior of others through effective communication. Recognizes the achievements of employees and champions recognition and rewards.
Develops effective written communications and uses them appropriately.
Excellent oral and written communication skills.
Demonstrated proficiency with Microsoft Office Suite products, specifically: Excel, Outlook, PowerPoint, and Word.
Interacts and proactively shares information with internal and external contacts where appropriate.
Pursues continuous improvement and establishes partnerships with others across the organization to maximize services.
Assumes responsibility to ensure issues/concerns will be addressed and monitors them through conclusion. Highly self-motivated and extremely well organized.
Identifies, defines, and analyzes information and situations before recommending a course of action.
Effectively manages time and resources.
This position interacts with faculty, course leaders, departmental administrators, as well as other university personnel involved in the education curriculum.
Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, e...mploying Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.