Medical Education Program Series

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Employees in this series provide specialized support and assistance to faculty and administrators of medical education programs (residency, clerkships, fellowships). At the lower level they provide the clerical and coordination support functions of the program and at the upper level serve as the assistant to the medical education program director and coordinate and provide the support functions necessary for the efficient operation of the program(s).

DESCRIPTIONS OF LEVELS OF WORK

Employees at this level assist in the coordination of a medical education program by providing support to the program director and Medical Education Program Coordinator. They perform duties following established guidelines for the program(s).

A(n) Medical Education Program Specialist typically -

1. serves as a contact for residents/students/fellows concerning medical education program requirements and guidelines, financial assistance, work opportunities, absence, and vacation schedules;
2. organizes medical education activities and prepares, develops, and maintains schedules;
3. determines the eligibility of applicants for programs using established guidelines; refers eligible applicants to faculty for interview determination; establishes interview itineraries for selected candidates; and establishes an official record of application materials, ranking information, evaluations, etc.;
4. establishes a formal record for varied categories of medical education program participants, with responsibility for accuracy and completeness of record in accordance with accreditation standards;
5. schedules preceptorships, subspecialties, and educational blocks based on participant interest and faculty/clinical availability, with responsibility for recommending alternatives;
6. compiles, organizes, and prepares examination materials as directed by clinical faculty;
7. coordinates and may assist in conducting portions of orientation for medical education program participants;
8. assists in the monitoring of expenditures for program participants;

Employees at this level serve as the primary assistant to a medical education program director in the planning, development, coordination, and implementation of a program(s). They assist in the efficient administration of the program’s day-to-day operations as well as assisting in long-range planning for program growth and academic requirement revisions.

A(n) Medical Education Program Coordinator typically -

1. conducts the non-clinical segment of the formal orientation for medical education program participants with responsibility for the content of orientation materials;
2. reviews Accreditation Council of Graduate Medical Education (ACGME) general and academic requirements and alerts and assists the Program Director in developing and implementing changes to the medical education program as required;
3. prepares medical education program information and determines the non-medical content of such materials;
4. prepares documents requiring compilation of information from multiple units/sources (such as accreditation documents);
5. participates in ranking meetings and provides input to faculty regarding program applicants;
6. assists in the development of program eligibility criteria and screening of applicants and referrals to interviewers;
7. conducts interviews of applicants when appropriate;
8. coordinates the evaluation process for program participants;
9. supervises designated departmental staff;
10. prepares and/or supervises the preparation and maintenance of a rotation master schedule that incorporates multiple specialty medical units;
11. serves on committees both internal and external to the university that involve the educational program(s) and represents the department at meetings external to the university;
12. performs duties delineated at Level I as required;
13. performs related duties as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:
   1. College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems.

Please Note: Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of a variety of accreditation standards for medical education programs.
2. Knowledge of basic accounting.
3. Skill in organization.
4. Ability to deal effectively with a variety of people.

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

1. High school diploma or equivalent.
2. Any one or combination totaling four (4) years (48 months), from the categories below:
   1. College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
      • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)
   2. Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems
3. Work experience totaling one (1) year (12 months) comparable to that gained at the Medical Education Program Specialist level or similar experience within a medical education program.

Please Note: Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs)

1. Knowledge of complex accreditation standards and requirements.
2. Knowledge of basic accounting sufficient to develop a program operating budget.
3. Skill in organization.
4. Skill in verbal and written communication.
5. Analytical ability.
6. Ability to supervise effectively.
7. Ability to deal effectively with a variety of people.