The Family Medicine Department is seeking a Manager of Student Relations. This role will coordinate the planning, execution, and evaluation of the Family Medicine Clerkship: including managing administrative responsibilities, act as liaison between the Department of Family Medicine at Boston University and its preceptors at training sites and assist in planning and administering educational programs. The incumbent will also manage and schedule the overall teaching allocation of the department, and specifically schedule and coordinate teaching activities for the Medical Student Education (MSE) program. Also, coordinate and support the MSE Division faculty in growth and development of the four-year program and develop, plan, and implement medical student Family Medicine interest programs and events. Cultivate relationships between the medical students and the Family Medicine Department faculty in order to increase the number of BUSM students graduating into Family Medicine Residency Programs.
Essential Responsibilities include
Manage all resources for the Clerkship; maintain and update the clerkship blackboard site, design and production of curriculum materials, and distribution of materials as necessary.
Maintain and update all web-based information pertaining to Family Medicine student information found on department website; including working with BUSM website.
Coordinate clerkship billing process; prep documents, distribute billing information; approve and process invoices; collaborate with BUSM accounting department to facilitate billing.
Manage administrative tasks of online distance education courses including course promotion, student registration; facilitate communication with users and course evaluation.
Post weekly announcements and assignments.
Manage/develop clerkship database: build queries to sort and analyze data; enter data, merge data with word files for written correspondence.
Oversee preparation and distribution of evaluation documents; review clerkship evaluations from preceptors; calculate student grades; oversee preparation of evaluation forms and timeliness of submitting forms to the Office of the Registrar; address student questions/concerns regarding grades.
Manage evaluation database, including internal course and faculty evaluations as well as OME evaluation data and grading data. Generate, collate, and synthesize evaluation reports (of faculty, didactic sessions, and preceptors) for review by MSE faculty and DFM senior management group and distribute to individual faculty and supervisors as well as community preceptors.
Manage and schedule MSE teaching activities for Family Medicine clinical faculty. Assist in scheduling new faculty orientations, create and distribute schedules and appropriate teaching materials. Coordinate teaching schedules with departments' clinical schedule.
Maintain student elective/sub internship descriptions and schedules via communication with elective sites; update and distribute information to the Registrars Office. Coordinate the elective application process; run lottery for placement of students; collect student applications; review student applications and distribute to appropriate parties; confirm rotations with elective sites; coordinate student elective schedules with input from faculty; ensure that elective sites submit student evaluations in a timely manner.
Manage Healer's Art enrichment program; support directors in student recruitment, faculty recruitment, preparation for and coordination of the program, ensure course evaluation forms are completed.
Manage family medicine student advising process; collaborate with the Office of Student Affairs in assigning students to family medicine advisors in addition to fielding requests directly from medical students via email and website and pairing them with Family Medicine faculty.
Train and management administrative assistant regarding clerkship and MSE administrative tasks.
Family Medicine Interest programs
Develop, plan and execute new Family Medicine Interest Group (FMIG) and Action and Mentorship Program (AMP) programs and events (i.e. dinner events, seminars, etc.) Recruit clinical faculty members and residents to participate in programs and events; cultivate and strengthen faculty relationships with BUSM students, look for new areas of opportunities. Ensure high level of student involvement in programs through communication via email, newsletter, and website.
Assist with the planning and implementation of current FMIG and AMP events and programs; develop relationship with FMIG co-leaders and AMP summer externs/co-leaders and medical students by increasing involvement in current events. Schedule regular meetings with co-leaders and faculty directors of FMIG and AMP to strategize and execute programs.
Assist on Training Grant activities with the development of "tracking" with FMIG and AMP students; develop strategies to initiate and execute programs; track success and failures of events, and develop a program/database to track the FMIG and AMP medical students throughout their medical schooling. Strategize and involving BUSM graduates with FMIG initiatives (i.e., shadowing experiences, guest speakers, etc.)
Develop and maintain FMIG and AMP website; a resource of information connecting medical students to the Department of Family Medicine; including updating schedules of special events on a regular basis, conference information, department seminars, list of Family Medicine advisors, interactive links for student questions, AMP community events etc.
Develop and maintain departmental databases.
Create departmental marketing and promotional brochures.
Provide research and administrative support for special projects, preparing data and follow-up on project reports.
Coordinate and track work flow, schedules, projects and committee decisions. Provide follow-up services, as necessary.
Process information such as diverse types of correspondence, text forms and reports, which may be complex in nature from author diskettes, transcribing equipment or rough drafts. Edit, proofread all correspondence and evaluate the validity of data contained in all reports.
Coordinate with senior managers the work of staff to ensure the department's total administrative requirements are being met.
Develop and maintain department websites and tracking systems to ensure accuracy of faculty time allocation.
As appropriate, troubleshoot hardware and software problems.
Bachelor's Degree along with 3-5 years of relevant experience. The incumbent will have excellent oral and written communication skills, strong attention to detail and advanced analytical skills.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Internal Number: 2225
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