Assistant Coordinator

Position Overview

The Assistant Coordinator for Students’ Academic & Clinical Affairs (ACSACA) is

responsible for supporting and coordinating the academic and clinical experiences of

third- and fourth-year medical students participating in clinical rotations, electives,

didactics, and related educational activities through Genesis Medicus Clinical Campus

(GM-CC).

The ACSACA reports to GM-CC’s Chief Academic Officer/Senior Vice President of

Academic Faculty & Clinical Affairs and the Senior Director for Students’ Academic &

Clinical Affairs. The position works closely with the Senior Director of Clinical

Coordinators at GM-CC sites and interacts regularly with members of the GM-CC

Executive Team.

The ACSACA also maintains daily communication and coordination with clinical

leadership, affiliated medical schools, students, and physicians within the Teaching

Faculty Network (TFN) who mentor GM-CC students at hospitals, private practices, and

other teaching sites throughout selected counties in Northern and Southern California.

Student Academic & Clinical Coordination

The ACSACA is responsible for managing and supporting the overall student experience

for third- and fourth-year clinical rotations, electives, didactics, and NBME examination

support.

Responsibilities include:

• Serve as a primary point of contact for students and respond to requests related to their academic and clinical experiences.
• Coordinate students’ core rotations, electives, orientations, schedules, lectures, clinical assignments, evaluations, and related activities.
• Maintain regular communication with students by email, text, telephone, and in-person contact to establish a supportive relationship and monitor their progress and performance.
• Document each student’s participation in and completion of core rotations and required assignments, including History & Physical (H&P) assignments, SOAP notes, lecture assignments, and journal club participation.
• Assist students with obtaining Letters of Recommendation (LORs), when applicable.
• Work closely with the Chief Academic Officer (CAO), Director of Medical Education (DME), and Core/Clerkship Directors (CD) to ensure students have appropriate access to their schools’ online systems and complete all required online assignments.
• Provide necessary assistance and coordination to support Student Curriculum, Student Affairs, and Diversity Affairs management units.
• Coordinate logistics and provide support for scholarly projects.
• Maintain a centralized calendar for core rotations and non-course student-related activities.

Student Records & Documentation

The ACSACA is responsible for maintaining complete, accurate, secure, and timely

electronic student records.

Responsibilities include:

• Immediately open an electronic student file upon receipt of a school’s request for a specific core rotation or elective.
• Maintain each student’s electronic file by school and core rotation, including all evaluations, orientations, schedules, lectures, clinical assignments, correspondence, and supporting documentation.
• Ensure all required student documentation is received from the student’s respective medical school, accurately completed, verified, scanned, and electronically filed.
• Ensure required documentation is available before preparing hospital or clinical-site onboarding materials.
• Maintain a comprehensive electronic repository of all information and documentation related to each student under the ACSACA’s supervision.
• Ensure documentation related to each rotation and facility orientation is properly maintained and, when required, provided to the appropriate hospital or clinical-site personnel responsible for maintaining student records.

Develop and maintain appropriate tracking systems to securely manage student

Academic Faculty & Teaching Faculty Network (TFN)

The ACSACA works closely with members of the Teaching Faculty Network and is

responsible for supporting faculty readiness and coordination for student rotations.

Responsibilities include:

• Approximately 7–10 days before a student begins a rotation with an assigned faculty member, ensure the faculty member receives the student’s schedule and any other pertinent information.
• Coordinate with Regional Senior Directors, Site Directors, Site Assistant Directors, and other individuals working directly with students to ensure appropriate information is provided to assigned faculty.
• Ensure faculty files under the ACSACA’s area of responsibility are current and contain all required documentation before a student is assigned to rotate with the faculty member.
• Maintain faculty documentation within GM-CC’s electronic files and/or database.
• Assist with the identification and recruitment of potential physicians for the

Teaching Faculty Network.

• Maintain professional and consistent communication with TFN physicians regarding student assignments, schedules, requirements, and other relevant matters.
• records and rotation requirements.

Administrative & Departmental Support

The ACSACA will provide administrative and clerical support to the Medical Education

Department as required.

The position requires consistent professionalism when interacting with:

• GM-CC leadership and staff;
• Teaching Faculty Network physicians;
• Affiliated medical school faculty and staff;
• Students;
• Patients; and
• Hospital, clinical-site, and other external partners.

The ACSACA is expected to always maintain a professional demeanor and appropriate

professional attire.

Because the position periodically requires transporting students, school deans, or other

authorized individuals, the employee must maintain a clean, organized, and

appropriately maintained personal vehicle.

The position requires excellent communication and organizational skills, attention to

detail, reliability, professionalism, and a strong work ethic. The employee must also be

willing and able to work extended hours and, when necessary, weekends to support

academic and clinical operations.

Position Requirements

Education

• Bachelor’s degree (BA/BS) from an accredited four-year institution required.
• Master’s degree preferred.

Experience

A minimum of two years of relevant experience is preferred/required in one or more of

the following environments:

• Teaching hospital;
• Medical school or Medical Education Department;
• Clinical division working with a Division Chair;
• Large physician group practice; or
• An equivalent combination of relevant education and professional experience.

Additional Requirements

• This is an in-office position and is not a hybrid role.
• Must be able and willing to periodically travel to GM-CC locations throughout

Northern and Southern California.

• Must possess a valid driver’s license and have access to a reliable personal vehicle for visits to host facilities, clinical sites, and preceptor practice locations.
• Must be able to work extended hours and occasional weekends when operational or academic needs require.

Compensation

GM-CC offers a competitive salary and benefits package commensurate with the

candidate’s education, qualifications, and professional experience.

Job Type: Full-time

Pay: $47,000.00 - $49,000.00 per year

Work Location: In person