Clerkship Program Specialist

Summary

Clerkship Program Specialist

The Clerkship Program Specialist provides comprehensive administrative and operational support for the Department of Anesthesiology & Perioperative Medicine's undergraduate medical education programs. This position coordinates all aspects of medical student clerkships, externships, visiting student rotations, observerships, and allied health student experiences, including scheduling, onboarding, evaluations, course management, and compliance activities. This position serves as the primary liaison among students, faculty, regional campuses, and institutional offices to ensure high-quality educational experience and efficient program operations. Responsibilities include managing course administration, maintaining student records and academic systems, coordinating orientations and access requirements, facilitating student advising and awards processes, and providing direct support to the Clerkship Director and departmental educational initiatives. The position also supports ongoing curriculum development, accreditation activities, and educational program expansion within the department.

The duties include but are not limited to:

• ENRICHMENT (M4) ROTATIONS: Every 4 weeks: 5 electives, 1 selective. Pull all rosters from Banner. Verify all rosters with One45 rotation schedule. Send rotation contact/information to students. Collect student photos by rotation, distribute to faculty and front office staff. Locate student Asepsis Training dates. Prepare schedules for courses, distribute to faculty and front office staff. Monitor faculty responses to scheduled lectures, following up to reschedule as needed. Verify attendance in POUNCE for all rotations per registrar's office. Request appropriate OR access for students. Collect information needed for scrub access. Enter/manage student scrub access in ScrubEx system, including follow up to make sure scrubs are returned promptly.
• VISITING STUDENT LEARNING OPPORTUNITIES (VSLO): Annual updates of Course Offerings. Manage applications and student notifications. Work with CD and ACD to review applications, extend offers accordingly. Send rotation information to students. Address daily emails/concerns/inquiries from students.
• M1/M2 STUDENT SHADOWING: Address daily emails/visits/concerns/inquiries from students. Schedule shadowing with desired attending. Send shadowing information to each scheduled student. Send calendar appointments to scheduled student and faculty. Place scrubs in locker for each scheduled student, also returning each set of scrubs.
• UNDERGRADUATE OBSERVERSHIPS (IMG, CRNA, or AA): Address daily emails/visits/concerns/inquiries. Collect required documentation from each observer. Inquire faculty to host observer. Complete Wellstar MCG Health Observership form. Obtain required signatures via DocuSign. Email completed packet to Mary Tipton for CMO approval. Once approved, liaise CMO's observer instructions to observer. Collect photo from observer and forward with badging form to Single Source to request observer ID badge. Assign locker, give observer orientation, ensure observer has clean scrubs each day, return used scrubs to be laundered.
• ADMINISTRATIVE DUTIES: Attend Monthly Coordinator Meetings. Manage anesthesia medical student course CRNs (review for accuracy, update, activate). Request new CRNs as needed. Enter CIR data for each CRN (rotation identification number) twice a year (Spring/Fall). Request new courses in Curriculog as needed / submit required documents & monitor process. Assist Simulation Director in scheduling simulation sessions with the Interdisciplinary Simulation Center. Manage annual student Gramling award selection process, obtain plaque, request award check, liaison with Curriculum office for department. Assist with annual Resident Educator Award selection process by sending selection request emails to students. Manage and maintain Medical Student Clerkship and Student Box folders. Manage and maintain list of anesthesia declared students. Schedule and communicate student advisement sessions as requested by CD. Assist sponsored students with travel paperwork for ASA/GSA/SPA/SCA travel. Administrative Support to Clerkship Director.
• ENRICHMENT (M4) ROTATIONS (2): Send student evaluations. Monitor evaluations for completion & CD review. Process and release evaluations in One45 and post grades in Banner by grade entry deadline. Address daily emails/visits/concerns/inquiries from student. Send calendar invitations to faculty/students for student lectures. Send student reminders for requirement due dates. Track completion of student requirements. Proctor ANES 5015 exam every 4 weeks. Maintain rotation capacity/availability. Address all student rotation requests and inquiries. Process and track all Add/Drop Forms for anesthesia courses. Liaison between Augusta and the Regional Campus Coordinators. Perform all other duties as assigned.

Required Qualifications: Associate's degree from an accredited college or university and one year of experience OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and a minimum of four years' progressively responsible office support experience.

Preferred Qualifications: Some college preferred.

Knowledge, Skills, & Abilities: KNOWLEDGE Proficient in Microsoft Office and other computer software/databases; spreadsheets and word processing. SKILLS Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong prioritization and organizational skills. ABILITIES Ability to maintain confidentiality. Ability to build professional relationships.

Shift: Days; M-F Pay Band: B5 Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position Recruitment Period: Until Filled Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

Conditions of Employment: All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information: This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity: Augusta University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status, or any other status protected by applicable law.

How To Apply: Consider applying with us today! Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role. Select University Faculty & Staff > External Applicants if you are a candidate from outside the university. Select University Faculty & Staff > Internal Applicants if you are a current university employee. If you need further assistance, please contact us at 706-721-9365.

Job Description

Clerkship Program Specialist

The Clerkship Program Specialist provides comprehensive administrative and operational support for the Department of Anesthesiology & Perioperative Medicine's undergraduate medical education programs. This position coordinates all aspects of medical student clerkships, externships, visiting student rotations, observerships, and allied health student experiences, including scheduling, onboarding, evaluations, course management, and compliance activities. This position serves as the primary liaison among students, faculty, regional campuses, and institutional offices to ensure high-quality educational experience and efficient program operations. Responsibilities include managing course administration, maintaining student records and academic systems, coordinating orientations and access requirements, facilitating student advising and awards processes, and providing direct support to the Clerkship Director and departmental educational initiatives. The position also supports ongoing curriculum development, accreditation activities, and educational program expansion within the department.

The duties include but are not limited to:

• ENRICHMENT (M4) ROTATIONS: Every 4 weeks: 5 electives, 1 selective. Pull all rosters from Banner. Verify all rosters with One45 rotation schedule. Send rotation contact/information to students. Collect student photos by rotation, distribute to faculty and front office staff. Locate student Asepsis Training dates. Prepare schedules for courses, distribute to faculty and front office staff. Monitor faculty responses to scheduled lectures, following up to reschedule as needed. Verify attendance in POUNCE for all rotations per registrar's office. Request appropriate OR access for students. Collect information needed for scrub access. Enter/manage student scrub access in ScrubEx system, including follow up to make sure scrubs are returned promptly.
• VISITING STUDENT LEARNING OPPORTUNITIES (VSLO): Annual updates of Course Offerings. Manage applications and student notifications. Work with CD and ACD to review applications, extend offers accordingly. Send rotation information to students. Address daily emails/concerns/inquiries from students.
• M1/M2 STUDENT SHADOWING: Address daily emails/visits/concerns/inquiries from students. Schedule shadowing with desired attending. Send shadowing information to each scheduled student. Send calendar appointments to scheduled student and faculty. Place scrubs in locker for each scheduled student, also returning each set of scrubs.
• UNDERGRADUATE OBSERVERSHIPS (IMG, CRNA, or AA): Address daily emails/visits/concerns/inquiries. Collect required documentation from each observer. Inquire faculty to host observer. Complete Wellstar MCG Health Observership form. Obtain required signatures via DocuSign. Email completed packet to Mary Tipton for CMO approval. Once approved, liaise CMO's observer instructions to observer. Collect photo from observer and forward with badging form to Single Source to request observer ID badge. Assign locker, give observer orientation, ensure observer has clean scrubs each day, return used scrubs to be laundered.
• ADMINISTRATIVE DUTIES: Attend Monthly Coordinator Meetings. Manage anesthesia medical student course CRNs (review for accuracy, update, activate). Request new CRNs as needed. Enter CIR data for each CRN (rotation identification number) twice a year (Spring/Fall). Request new courses in Curriculog as needed / submit required documents & monitor process. Assist Simulation Director in scheduling simulation sessions with the Interdisciplinary Simulation Center. Manage annual student Gramling award selection process, obtain plaque, request award check, liaison with Curriculum office for department. Assist with annual Resident Educator Award selection process by sending selection request emails to students. Manage and maintain Medical Student Clerkship and Student Box folders. Manage and maintain list of anesthesia declared students. Schedule and communicate student advisement sessions as requested by CD. Assist sponsored students with travel paperwork for ASA/GSA/SPA/SCA travel. Administrative Support to Clerkship Director.
• ENRICHMENT (M4) ROTATIONS (2): Send student evaluations. Monitor evaluations for completion & CD review. Process and release evaluations in One45 and post grades in Banner by grade entry deadline. Address daily emails/visits/concerns/inquiries from student. Send calendar invitations to faculty/students for student lectures. Send student reminders for requirement due dates. Track completion of student requirements. Proctor ANES 5015 exam every 4 weeks. Maintain rotation capacity/availability. Address all student rotation requests and inquiries. Process and track all Add/Drop Forms for anesthesia courses. Liaison between Augusta and the Regional Campus Coordinators. Perform all other duties as assigned.

Required Qualifications: Associate's degree from an accredited college or university and one year of experience OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization and a minimum of four years' progressively responsible office support experience.

Preferred Qualifications: Some college preferred.

Knowledge, Skills, & Abilities: KNOWLEDGE Proficient in Microsoft Office and other computer software/databases; spreadsheets and word processing. SKILLS Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong prioritization and organizational skills. ABILITIES Ability to maintain confidentiality. Ability to build professional relationships.

Shift: Days; M-F Pay Band: B5 Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position Recruitment Period: Until Filled Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees. Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays. Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

Conditions of Employment: All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University. If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle. For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation. All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information: This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success." Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity: Augusta University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status, or any other status protected by applicable law.

How To Apply: Consider applying with us today! Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role. Select University Faculty & Staff > External Applicants if you are a candidate from outside the university. Select University Faculty & Staff > Internal Applicants if you are a current university employee. If you need further assistance, please contact us at 706-721-9365.