Course Management and Coordination:
- The position is independently responsible for all aspects of the Clinical Skills Labs (CSLs) in the Foundations of Medicine (FoM) curriculum of the Undergraduate Medical Education (UME) Program. This includes project coordination, customer services, management and monitoring.
- Oversees all learning activities for the CSL curriculum, including 32-64 small groups on a weekly basis.
- Works alongside the Clinical Skills thread directors in the areas of professionalism, ethics, communication, health systems science, patient interviewing, physical examination and clinical reasoning, to meet needs of the curriculum and program accreditation standards.
- Collaborates with thread directors on CSL curriculum schedule and timely material submission.
- Coordinates regular Clinical Skills Thread Director meetings
- Works closely with Clinical Skills thread directors in ensuring that students and facilitators have materials needed to prepare for weekly CSL sessions.
- Populates CSL materials in LMS for students and facilitators. Maintains student daily schedules, determining Enrichment Week schedules, coordinating CSA and OSCE sign-ups and schedules with the Simulation Center, reviewing evaluations of facilitators and CSL session content, and building and tracking student evaluations by facilitators.
- Ensures all session materials and classroom set-up meet ADA accessibility requirements as set forth by the OHSU Office for Student Access and UME Program Accommodations Liaison.
- Creates student photo rosters (including pronouns and pronunciation guides) and attendance rosters for CSLs each term and distributes course materials as part of lab set-up for 32-64 small groups on a weekly basis.
- Responsible for Enrichment Week at the end of each block, which includes collecting and approving proposals, ensuring a variety of options, recruiting ward walk leaders, putting together a menu of options on Sakai, and communicating this information to students.
- Responsible for coordinating “Spiraling Board Review” sessions at the end of each block within the FoM phase. This includes setting schedules, working with faculty to ensure each block is represented, and attending each session to ensure administrative consistency and oversight.
- Tracks attendance and addresses any student compliance issues.
- Sets deadlines for CSL pre-work submissions and communicates these to students and FoM teaching faculty.
- Collaborates with UME curriculum program technicians to ensure all FoM curriculum materials related to the above course components are delivered in a timely and consistent manner.
Assessment & Evaluation:
- This position independently ensures CSL-related feedback from faculty to students is captured and reported in a timely fashion. This is done in collaboration with the UME systems application analyst so that students have access to their formative feedback, which is an essential program accreditation element.
- Responsible for working closely with the Teaching and Learning Center to generate teaching evaluations to ensure facilitators receive timely feedback from students as it relates to CSL instruction. Includes work with Blue and Ilios.
- Reviews all CSL evaluation data, as well as weekly Plus/Delta feedback surveys, summarizing and reporting to thread directors for continual improvement and addressing any issues.
- Collaborates with TSO Manager and Assessment team members on creating Clinical Skills Assessment and OSCE schedules and tracking student completion, absences and scheduling make-up exams as needed.
- Creates post-Enrichment Week surveys, distributing feedback data to instructors.
- Collaborates with Assessment team members to report student pre-work/assessment data for CSLs.
- Collects, compiles and records student attendance and assignment completion data.
Critical Analysis of Staffing, Logistical and Equipment Needs:
- This position is responsible for interpreting and following all requirements and guidelines of the School of Medicine and that of the Clinical Skills Labs.
- Coordinates planning meetings with CSL thread directors at regular intervals (bi-weekly or monthly), designing policies and procedures to make sure learning outcomes are met and formative feedback is meeting the needs of the curriculum.
- Responsible for the advancement of administrative efficiency within CSLs, CSAs and OSCEs.
- Maintains accurate records and data for reporting to UME Assessment team. Tracks student progress and appropriately handles confidential matters with discretion. Tracks and reports CSL facilitator participation to stakeholders.
- Coordinates classrooms and equipment as needed for in-person CSL activities, and ensures that equipment needed for the sessions is communicated to the UME Teaching Services staff for distribution to the students. Sets up Webex, Zoom and/or Echo360 meetings/sessions for remote learning when necessary.
- Responsible for identifying technology, staff support, and space needs in order to deliver the Clinical Skills Labs and communicates those needs to the administrative manager, UME Teaching Services.
- Proactively monitors equipment needed for CSLs, reporting any needed supplies or equipment upgrades to administrative manager, UME Teaching Services for procurement (both long-term and short-term needs).
- Provides continuous quality assessment to block and thread directors by tracking academic workloads within the FoM curriculum. This is done so that faculty can ensure the medical curriculum includes self-directed learning experiences and time for independent study to allow medical students to develop the skills of lifelong learning. This element of self-directed learning and lifelong learning is a required element for program accreditation. Information collected is reviewed every month by the Foundations of Medicine Sub-Committee, as well as presented by the Sub-Committee chair during the report to the full UMECC each month.
Recruiting, Customer Service and Public Relations:
- Recruits small group facilitators (both internal and external) to teach weekly CSL sessions, as well as recruiting substitutes for weekly facilitator absences.
- Serves as the point of contact for facilitators who teach the CSLs in the FoM blocks. Includes onboarding, orientation and weekly communications with all facilitators. Ensures facilitators receive and keep current, their OHSU ID badge.
- Acts as front-line liaison between physicians, students and thread directors for all matters involving the CSLs. This position works with staff from all departments within OHSU, the Veterans Affairs Medical Center and outside physician practices.
- Represents CSL-related communication to broad OHSU community and alumni to assist in recruitment. Serves the role of UME CSL ambassador, marketer and public relations representative of the Clinical Skills Labs and Enrichment Week components of the FoM curriculum.
- Develops and implements plans of action for the CSLs to meet immediate and long term goals of recruitment.
Monitors professionalism of both students and facilitators:
- Tracks student attendance for all CSLs. Monitors and reports absences as needed.
- Follows university guidelines for addressing student professionalism issues brought forward by facilitators.
- Ensures facilitators have reviewed the UME Handbook for Teachers of Medical Students, as well as CSL Facilitator Handbook.
- Reviews end-of-block evaluations of facilitators and reports and addresses any concerns to administrative manager, UME Teaching Services and thread directors.
- Coordinates scheduling of Unconscious Bias training for all new facilitators and keeps facilitators informed of other faculty development opportunities.
Other duties as assigned to include:
- Works in collaboration with the other UME Teaching Services team members to fulfill other programmatic duties needed to administer the FoM curriculum.
- Assists faculty and students with technology/software as needed.
- Assists in proctoring and exam administration.
- Back-up support with reception duties in UME Teaching Services.
- Troubleshoots A/V equipment issues for various small groups, lecture halls and other instructional environments within the RLSB and RJH for the UME FoM curriculum.
- Attends block kick-off meetings, town halls, planning meetings, and FoM Sub-Committee meetings as a representative for the CSL curriculum.