The Program Coordinator is part of the Office of Undergraduate Medical Education's (OUME) Longitudinal Elements team in the Vanderbilt University School of Medicine and is a key individual contributor towards effectively creating positive teaching and learning experiences for faculty and students. The Program Coordinator helps deliver course content for two four-year courses within the MD curriculum: Foundations of Health Care Delivery (FHD) and Learning Communities (LC). The Program Coordinator is responsible for partnering with assigned faculty course directors on administrative and operational tasks involved in course delivery, including set up in the online learning management system, classroom preparation, triaging system issues, and tracking student progress. Reporting directly to the Longitudinal Elements Program Manager, the Program Coordinator will regularly collaborate with other course support staff, instructional designers, and campus offices.
The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century. OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.
The mission of the Office of Undergraduate Medical Education is to administer an educational program towards the MD degree that is both informed by and contributes to an evolving understanding of learning science. OUME embraces the principle that the best curriculum is one that mirrors the values of the medical profession, and our unique curriculum integrates basic sciences and scholarly foundations of medicine with clinical sciences. Our educational leadership constantly strives for excellence, responds to and incorporates changes in medical knowledge and practice, treats all members of the learning community with respect, and seeks best evidence to inform curricular design and implementation.
Duties and Responsibilities
Carries out course support functions in the longitudinal elements of Foundations of Health Care Delivery (FHD) and Learning Communities (LC) curriculum in order to meet predetermined goals, objectives and timelines for the purpose of creating quality faculty and student experiences.
Executes the course creation, set-up and delivery of FHD and LC courses within VSTAR, the online management system.
Contributes to the logistical course management process: importing course resources into VSTAR, assembling and delivering materials and supplies, appropriately creating and duplicating a variety of tasks relative to active courses, and determining operational needs by collaborating with faculty course directors, leadership, course support colleagues, and the instructional design team.
Recommends and, with leadership input, implements improvements for activities related to FHD or LC course management by routinely engaging in weekly meetings or other touchpoints in an effort to determine the most productive methods.
Maps learning objectives to Medical Subject Headings (MeSH) in an online database to assist the medical school with tracking topical threads and clinically-based presenting problems throughout the curriculum.
Administers FHD milestones for small group facilitators (SGFs) (annually) and preceptors (bi-annually) in VSTAR, measuring students' outcomes in support of faculty grading and student portfolio processes.
Oversees the student tracking and correspondence (assignments, clinics, assessments, etc.) for FHD and LC to confirm students are completing course requirements in a timely and accurate manner.
Manages Veteran's Affairs (VA) application and process with students who are placed in VA preceptor clinics with a proactive approach and keen attention to detail, certifying compliance with VA policies and guidelines.
Continuously compiles, reviews, and analyzes program outcomes against the established goals, objectives, and timelines as provided by Program Manager, Administrative Director, and faculty leads.
Assists with the execution of FHD and LC services to ensure satisfaction for students and faculty.
Leads daily touchpoint meetings with longitudinal elements administrative team, creating a space for clear team communication and assisting Program Manager in the monitoring and measuring of team and programmatic objectives.
Suggests improvements to the development of course and program delivery timelines, collaborating with appropriate OHSE teams such as Education Design and Informatics and Office of Enrollment Services.
Assists administrative team with the physical seminar classroom set-up for FHD and LC to ensure event is successful, including directing student traffic to appropriate classrooms, attending sessions to answer inquiries by students and faculty, and confirming technology is working appropriately and materials are well-organized and available.
Empowered to make on-site decisions to resolve problems brought forth by faculty and student participants, suppliers, and vendors.
Helps onboard new FHD and LC faculty course directors; introduces course-specific policies, procedures, and expectations.
May manage and/or train staff, students, and volunteers supporting the program and specific projects.
Provides administrative assistance to Program Manager, Course Directors, Faculty Leadership, and Administrative Director in order to ensure program success.
Actively monitors shared email inbox, providing timely and professional response or direction as needed, ensuring quality support for program correspondence.
Provides administrative support towards sessions including the coordination of facilities, A/V, materials, and communication for a variety of sessions (seminars / didactic sessions, Immersion weeks, quarterly faculty retreats, faculty development sessions, and the annual Quality Improvement Symposium) geared toward a diverse, multi-disciplinary group of participants.
Serves as a point-of-contact for special projects related to the MD program, including expanded support for faculty and testing new or developed technology in order to enhance learning materials and content delivery for the wider curriculum. Prepares ad hoc reports upon request.
Provides back-up support to the team's Program Coordinator and Program Manager, as appropriate, to assist with coverage and keep operations timely and on track.
Creates and maintains appropriate documentation of program activities to track outcomes and to ensure compliance with Vanderbilt's internal policies and procedures as well as local, regional, and national accreditation requirements.
Prepares essential position information for Book of Knowledge (internal training guide) for review and/or for others who may assist with the program.
Enriches positive team dynamics and successful operational procedures by routinely engaging in a variety of self-assessment opportunities (annual reviews, team meetings, data analysis) and continuously reflects on individual performance and contributions.
Other duties as assigned.
Profile of an Ideal Candidate
A Bachelor's degree from an accredited institution of higher education, or equivalent combination of education and experience is necessary.
A Master's degree from an accredited institution of higher education is preferred.
Atleast three years of work experience, preferably in an academic or healthcare-related setting, is preferred.
Experience in program administration and coordination is preferred.
Experience with a learning management system or other complex system is preferred.
Established computer skills, specifically proficient use of Microsoft Excel, are necessary.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000423
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.