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Medical Education Program Coordinator (4770)

SIU Medicine
$45,629.33 - $50,190.30 Annually
medical insurance, dental insurance, life insurance, paid time off, paid holidays, sick time, extended sick time, tuition reimbursement, 403(b), retirement plan
United States, Illinois, Springfield
Oct 10, 2025


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Description

This position provides administrative support to the Director of Medical Student Education (Clerkship Director), as well as the Assistant Director, with an increased emphasis on Family and Community Medicine Medical Education including advising and providing support to numerous faculty/preceptors, and medical students. This position is responsible for high impact coordination of inter-institutional activities and legal agreements for which errors could have serious consequences. Primary programs supported are the FCMY3 Clerkship and Medical Student Electives in all years. In addition, this position supervises office support staff, interns and extra help.


Examples of Duties

The following information is intended to be representative of the work performed by incumbent in this position and is not all-inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine, Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion, as well as continuous learning and improvement.


General Administrative Support 60%
1. Provides administrative and organizational support to the Director of Medical Student Education and Assistant Director for Family and Community Medicine Education which includes advising and providing support to numerous faculty and preceptors in the School of Medicine as well as in the community.
2. Maintains current knowledge of, and advises appointed faculty/preceptors on the policies and procedures of Family and Community Medicine Education program, as well as updated documentation required to maintain status, in addition to prevent any lapse in preceptor volunteer appointments.
3. Initiates and monitors Educational Affiliation Agreements for all Family and Community Medicine undergraduate programs. Responsible for seeing the agreements are executed and then renewed as needed.
4. Keeps preceptors informed and up-to-date on CME information to obtain credit through the American Academy of Family Physicians.
5. Drafts clerkship communication on behalf of the Director of Medical Student Education.
6. Participates in program development with Director, Assistant Director, and multiple faculty for FCM clerkship rotations, Y4 electives, Sub-Internships, Y3 PEP selectives, as well as visiting students from other countries. Assists the Director with the evaluation of these programs.
7. Creates and maintains a tracking sheet to monitor all student/preceptoractivityforFCMY3 Clerkship Rotations, Y4 Electives, Sub-I's, Y3 PEP selectives, visiting students from other countries, including the AICHI students from Japan, etc., for FCM Administration to have continued access to faculty, residency, preceptor, student activity.
8. Assists the Director of Family and Community Medicine Medical Education with meetings, due dates and committees as needed.
9. Acts as FCM proxy attending Y4 Curriculum Advisory Committee and Y3 Curriculum Committee Meetings as needed.
10. Maintain system for volunteer appointment/reappointment paperwork for faculty/preceptors for Dean's approval to keep preceptors current.
11. Develop and maintain highly confidential filing system for the educational programs which includes preceptor, student and evaluation information.
12. Provides needed information and statistics on active FCM Community Preceptor Faculty for various institutional reports and presentations, particularly the annual IBHE Performance Report for Director, Planning and Analysis, Office of Management and Budget.
13. Serves as Liaison for Carbondale, Quincy and Decatur Residencies with FCM Core.
14. Serves as Liaison for Family Medicine Interest Group; arranges and attends FMIG meetings, workshops,
15. Prepares and maintains excel workbook of preceptor information for individual Y3MS placement meetings.
16. Meets with each individual Y2 medical student to discuss top 4 preceptor choices for 3 days.
17. Attends and participates in Family and Community Medicine's Monthly Core Meetings. Prepares reports for the meetings as needed.
18. Maintains a listing of preceptors and hospital sites; works with support staff to insure preceptor faculty volunteer appointment/reappointment paperwork to be current and in compliance with HR requirements.
19. Generates and manages Curriculum Inventory Report for Office of Education and Curriculum.
20. Supervises the planning, implementation and budget of external programs and special events; e.g., student visits from our affiliated medical school, Aichi University in Japan.
21. Represents Department on Y3PEP Selective Sub-Committee and other committees as requested.

Direct Administration of FCM Clerkship 30%
1. Plans, organizes and coordinates the Department of Family & Community Medicine Clerkship Program with problem solving and decision making capability under the direction of the Director.
2. Plans and supervises medical students' completion and maintenance of a rotation master schedule and disseminates to students, faculty, residents and staff. Assigns students to community preceptors and monitors their learning experience with said preceptor.
3. Plans, organizes and conducts orientation and wrap-up sessions to students in all clerkship rotations.
4. Assists preceptors with evaluation activities. Develops and maintains the completion and remediation tracking and submission of student final evaluation spreadsheets.
5. Developed and maintain tracking system of preceptors and students continuously from year to year of clerkships, electives and PEP selectives for all medical students.
6. Advises students regrading clerkship requirements, guidelines, department policies/procedures, absence and vacation scheduling, required assignments and scheduling issues throughout the clerkship, electives and PEP selectives. Problem solves daily issues.
7. Reviews student files at mid term and end of the clerkship to determine if all assignments have been completed, reviewed and graded. Communicate with the students when assignments and/or documents due, complete, incomplete or delinquent. Verify that all faculty/preceptor evaluations have been completed/submitted and returned assignment final grades.
8. Establishes and maintains a formal electronic record for every clerkship student. The electronic records are highly sensitive and confidential.
9. Serves as liaison for the Family Medicine Clerkship Medical students and SIU off-site facilities where students may be assigned. This includes orientation information, housing, scheduling and final student evaluations. Problem solving with issues that arise for off-site students. Assists with making site visits and establishing all necessary paperwork, document and arrangements for hospital precepting program.
10. Monitors the clerkship website/D2L conveying any changes and ensures that the information is correct, current and updated for each clerkship rotation.
11. Participates in training of preceptors and assist them during clerkship rotations.
12. Establishes and maintains a PEP master schedule and distribute to the students, faculty, residents and staff. Assigns students to rural preceptors for the rural selectives. (Launched in 2017).
13. Assists faculty/preceptors and students with evaluations of PEP selectives.
14. Advises the students regarding PEP requirements, guidelines, department policies, absence and vacation requests, assignments and scheduling issues throughout the PEP selectives.
15. Verifies that all faculty and student evaluations have been completed and returned with signature for PEP completion.
16. Maintains listing of preceptors ' data information and hospital sites for PEP selectives.
17. Insures volunteer faculty appointment paperwork is current and in compliance for PEP selectives.
18. Develops and maintains a student/preceptor tracking system throughout the year for all family and community medicine education programs.
19. Coordinates the placement of allY3 medical students with requested preceptors, most preferably in their hometown--a 3-4 week, and ongoing, task throughout the clerkship rotations.

Elective Support 10%
1. Plans, organizes and coordinates the Department of Family & Community Medicine Elective Program.
2. Assists in designing, preparing and maintaining the required elective documentation.
3. Maintenance of the elective signup schedule/calendar for the electives including the Preceptor Availability System Calendar.
4. Plans, organizes and conducts orientation session to student in elective clerkships.
5. Plans, organizes and creates monthly schedule for 5 th year visiting students from our affiliated medical school, Aichi University in Japan, as well as support them during their visit.
6. Assists faculty with the visiting student performance evaluations.
7. Prepares and coordinates Y4 Sports Medicine Rotation Elective Schedules for each student that have registered for said elective throughout the year with Springfield Clinic and other Sports Medicine physicians, as well as area schools to attend sporting events.
8. Proctor the National Board of Medical Examiners (?) for medical students. Organizes and coordinates the Department of Family & Community Medicine Personalized Education Plan (PEP) with problem solving and decision making capability.
9. Attend as proxy for Y3 Curriculum Committee
10. Support and Liaison with involved students relating to the Family Medicine Interest Group (FMIG) monthly meetings, activities, workshops, student participation in the AAFP National Conference, AAFP Midwest Conference, etc.

Qualifications

  1. High school diploma or equivalent.
  2. Any one or combination totaling four (4) years (48 months), from the categories below:
    1. College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
    2. Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems
  3. Work experience totaling one (1) year (12 months) comparable to that gained at the Medical Education Program Specialist level or similar experience within a medical education program.
Skills and Abilities Needed for the Position

The occupant of this position must possess the ability to:

  • Sensitive to the needs of under represented minority populations.
    • Possess knowledge of accreditation, policies and procedures related to the Medical Education Programs.
      • Make independent judgments/decisions regarding the Medical Student Education and Activities
        • Maintain a positive attitude and remain composed as well as have a cooperative attitude towards students, faculty, residents and co-workers.
        • Be conscientious and take initiative in regards to certain aspects of the Medical Student Education Programs.
        • Function and perform daily work independently, perform duties and tasks assigned and follow through to completion, coordinate and maintain up-to-date records.
          • Have computer skills including Microsoft Word, PowerPoint, Excel, etc.
          • Have flexible scheduling and ability to attend after hour sessions/activities.
        • Condition of Employment: Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information





If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at https://www.siumed.edu/police-security. This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.



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