Academic Administrator I

Rochester, NY


The Office of Curriculum and Assessment is situated in the Offices for Medical Education in the School of Medicine and Dentistry is responsible for supporting the MD educational activities. This includes collaborating with the medical school community to implement curriculum.

Responsible for the coordination and administration of the Phase 2 clerkship in the Clinical Strand of the Double Helix Curriculum- Translations and Transitions. Reports to the Primary Care Clerkship Directors and OCA Administrator for all clerkship-related responsibilities. Other duties as assigned.


Clerkship Coordinator

  • Represents the School of Medicine in interactions with faculty, students, community physician preceptors, community participants and other ancillary health providers regarding curricular implementation. Anticipates needs of faculty, staff, course participants and students; analyzes flow and establishes a communication system to ensure smooth educational experience. Ensures that all course lectures, PBL sessions and small group sessions begin on time. Suggests/implements different learning formats and activities. Attends the start of all sessions. Responsible for managing all elements of lecture recording requirements by scheduling, updating availability, reviewing, cataloging the recorded lecture and making it available again 36 hours prior to the course exam. Analyzes space needs for all courses. Independently manages and coordinates multiple complex medical school activities. Maintains continuity, coordinates student participation and procedures. Identifies and documents adverse events per protocols advocating for students and quality standards throughout the lifespan of the course(s)/clerkship. Provides leadership in problem solving logistical challenges to ensure course/clerkship objectives are achieved according to LCME requirements and the academic course timeline. Performs data collection and data entry for students in the MD program and establishes operational procedures and timelines. Plans and operationalizes strategies to monitor, document, report and followup on unanticipated occurances and prococol deviations; develops and implements preventative corrective actions. Performs quality checks for policy accuracy reports/followups with discrepencies. Assists in quality improvement efforts for educational experiences. Prepares for and responds to internal and external audits. Effectively communicates with OME leadership, course/clerkship directors, community physicians, preceptors, community participants, faculty, students and clinical departments.

  • Liaison with faculty, students, community physician preceptors and other ancillary health providers regarding curricular implementation. Coordinates and communicates the placement of 200+ students in 200+ primary care sites, as well as the placement of students in primary care practice sites. Ensures timely and accurate assignment and communication process for any clerkship session requiring division of class for small group activity. Serves as primary manager of preceptor recruitment and student-preceptor assignments, in collaboration with clerkship directors.

  • Analyzes and resolves complex student issues and concerns about the course, anticipated/unanticipated absences, and faculty issues. Ensure students have access to their approved accomodations. Collaborates with and provides additional background/policy information to course director to influence resolution. Determines appropriate action for student correspondence. Complies with Liaison Committee on Medical Education (LCME) recognized by the US Department of Educaiton and WFME as the notable authority for the accreditation of medical educations programs. Keeps current with all LCME and institutional policies, standard operating procedures and guidelines. Keeps current with industry standards, best practices and trends for the successful delivery of medical student education..

  • Collaborates with faculty to ensure proper student preparation for all sessions. This includes but not limited to, compiling and editing syllabi material for thorough and timely production. Ensures timely and accurate communication to students, course, clerkship, or pathway directors, faculty and community partners.

  • Provides knowledge to inform curricular changes and implement strategies suggested by the Dean, Instruction Committees, and Curriculum Steering Committee to be in compliance with the LCME. Responsible for cultivating relationships, identifying skillsets and observing availability for teaching activities.

  • Assists in training less experienced course personel in educational competencies, URSMD and department SOP’s and protol specific training. Assumes the trainer role for proficiency in the use of URSMD specific Medical Student Information System software.

  • Responsible for oversight of all aspect of clerkship evaluation. Reviews data from students and faculty. Produces, edits, and formats factual reports and information about the content of clerkship and instructors. Analyzes and produces a recommendation to course director for improvement and suggestions for implementation.

  • Manages the exams and grading process for the clerkship. Collaborates with Information Analyst to create and score exams. Analyzes course/clerksip grading data and produces reports. Manages and proctors NBME exams, extensive knowledge of the NBME exam process is required.

General Administrative Duties

  • Provides Clerkship Directors with administrative support as it relates to the curriculum. Composes and distributes non-routine and confidential correspondence. Exhibits excellent problem solving skills in processing administrative requests.


  • Bachelor’s degree required.

  • 1 year of relevant administrative experience required;

  • Or equivalent combination of education and experience required.

  • 1-2 years experience in higher education preferred

  • 3 years of relevant administrative experience preferred.

  • A highly motivated self-starter; ability to multi-task, problem solve and prioritize immediate and long-term tasks and projects required.

  • Ability to work both autonomously as well as on a team to improve office functions and efficiency required.

  • Ability to plan, implement, and analyze programs, think and act independently, work effectively with students and other members of the medical education team, and communicate and organize effectively – in both oral and written form. Requires organizational skills required.

  • Position requires use of MedHub, the Medical School evaluation software, MedSIS, the Medical School Information System and RedCap; ability to learn new software quickly is necessary required.

  • Advanced level of computer skills required, including data management experience and working knowledge of statistical software and data analytic skills required.

  • Excellent interpersonal and communication skills, customer service skills required.

  • Must be extremely detail-oriented and accurate required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $20.92 - $29.29 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Apply for Job

  • Careers

  • Sign In

  • New User

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time