The posting
Job Description
Job Summary
The Pediatrics and OB/GYN Clerkship Coordinator is a staff position supporting the Departments of Pediatrics and Obstetrics and Gynecology at the UCSF Fresno regional campus. The position uses professional concepts and applies University policies and procedures to coordinate a variety of ongoing administrative and operational activities and administer defined educational and academic programs for both departments.
Under general supervision, the incumbent is responsible for the effective day-to-day administration and coordination of the Pediatrics and OB/GYN medical student clerkship programs and provides academic affairs support to both departments. Responsibilities include coordinating medical student core clerkships, electives, and other educational rotations across multiple clinical training sites; managing student schedules and related program requirements; coordinating communication among students, faculty, clinical sites, and educational partners; supporting faculty appointment activities; and performing financial and administrative transactions using University systems.
The position serves as a key administrative resource for medical students rotating through the Pediatrics and OB/GYN programs, including UCSF School of Medicine students and visiting students from other medical schools. The incumbent works closely with departmental faculty and leadership, clerkship directors, residents, medical students, UCSF Fresno and UCSF School of Medicine programs, clinical affiliates, and outside institutions to facilitate educational activities and address administrative and operational issues of moderate scope.
The incumbent must be able to independently organize and prioritize multiple responsibilities in a fast-paced, multi-program and multi-site academic environment; identify and resolve routine to moderately complex operational issues; and appropriately escalate matters requiring higher-level review. The position requires strong organizational, written and verbal communication, problem-solving, and decision-making skills; attention to detail; proficiency with applicable technology and University systems; and the ability to exercise diplomacy, discretion, confidentiality, and professionalism when interacting with a diverse range of internal and external stakeholders.
Department Description
The UCSF Fresno Departments of Pediatrics and Obstetrics and Gynecology (OB/GYN) are academic departments of the UCSF School of Medicine based at the UCSF Fresno regional campus. Together, the departments provide clinical services and support undergraduate and graduate medical education throughout the Central San Joaquin Valley, training medical students, residents, and other learners across multiple clinical and academic sites.
The Department of Pediatrics includes more than 40 faculty members and 21 residents in its three-year residency program. Pediatric clinical services and training are provided at Community Regional Medical Center (CRMC) and United Health Centers (UHC), with additional resident rotations at Valley Children’s Hospital, UCSF Benioff Children’s Hospital Oakland, and UCSF Mission Bay.
The Department of OB/GYN includes more than 30 faculty members and 20 residents in its four-year residency program. The department provides clinical services and oversees resident education and training at Community Regional Medical Center, United Health Centers, and Inspire Health Medical Group–Perinatology.
Both departments support robust medical student education programs, coordinating core and elective rotations across multiple clinical sites. Collectively, the programs receive more than 200 medical student applications annually and coordinate rotations for approximately 90 students each year. This multi-site educational environment requires close collaboration among faculty, residents, medical students, clinical partners, UCSF Fresno and UCSF School of Medicine programs, and outside medical schools.
The departments are committed to providing high-quality patient care to the communities of Central California, educating the next generation of physicians, fostering positive learning environments that promote lifelong learning, advancing patient-centered research, and strengthening community partnerships.
Responsibilities
Medical Student Clerkship and Program Coordination
- Coordinate the day-to-day administration of medical student core and elective clerkships for the Departments of Pediatrics and OB/GYN.
- Coordinate the rotation schedules for approximately 90 medical students across multiple clinical training sites.
- Manage the medical student application process, including receiving, reviewing, tracking, and processing more than 200 applications annually.
- Coordinate student rotation requests, verify eligibility and required documentation, and facilitate placement approvals in collaboration with clerkship directors and designated program leadership.
- Maintains electronic student files including but not limited to accurate rotation calendars, student rosters, scheduling records, and program databases.
- Coordinate rotation assignments with faculty, residents, clinical departments, and affiliated training sites to ensure appropriate educational experiences.
- Independently manage routine scheduling conflicts, rotation changes, and administrative issues, escalating complex matters as appropriate.
- Monitor established program timelines, application deadlines, and rotation requirements to ensure efficient program operations.
- Review and maintain Visiting Student scholarship process including application process, award notifications and processing of scholarship award. Works with Department Manager to prepare budget for the Visiting Student scholarship.
- Remain abreast of LCME policies and procedures, maintains all essential documents required for program accreditation and provides support for LCME accreditation compliance.
- Participate in all UME related Committee meetings (Fresno and UCSF as required).
- Participate in student outreach by attending recruiting fairs and coordinating program booth.
Student Onboarding and Educational Support
- Coordinate onboarding and orientation activities for incoming medical students at participating clinical training sites.
- Communicate rotation expectations, schedules, educational objectives, institutional policies, and required documentation to students before and during their rotations.
- Coordinate completion of student onboarding requirements, including institutional clearances, health documentation, training modules, identification badges, and clinical system access, as applicable.
- Serve as the primary administrative resource for medical students regarding rotation logistics, schedules, and program procedures.
- Coordinate educational conferences, didactic sessions, orientations, and other clerkship-related learning activities.
- Serve as proctor for the Shelf Exam.
- Distribute and maintain clerkship materials, orientation documents, educational resources, and student communications.
- Assist students with routine questions and concerns, referring academic, professionalism, or sensitive issues to the appropriate clerkship director or program leadership.
- Support a professional, inclusive, and positive learning environment for medical students rotating through UCSF Fresno.
Educational Evaluations, Records, and Compliance
- Coordinate the collection and tracking of medical student evaluations and faculty assessments.
- Monitor evaluation completion and communicate outstanding requirements to residents, faculty, and clerkship directors.
- Assist clerkship directors with tracking student progress, required clinical experiences, midpoint feedback, and completion of established educational requirements.
- Support timely submission of student evaluations, grades, and required documentation to UCSF School of Medicine and affiliated medical schools, as directed by clerkship leadership.
- Assist with the collection and organization of educational data used for program reviews, accreditation activities, and continuous quality improvement.
- Ensure administrative processes and student documentation comply with applicable UCSF policies, institutional requirements, affiliation agreements, and established medical education standards.
- Identify missing documentation, incomplete evaluations, or potential compliance issues and coordinate timely resolution.
Faculty, Clinical Site, and Institutional Coordination
- Serve as an administrative liaison among clerkship directors, faculty, residents, medical students, clinical partners, UCSF Fresno, UCSF School of Medicine, and affiliated medical schools.
- Coordinate communication and logistical arrangements for medical student rotations at Community Regional Medical Center (CRMC), United Health Centers (UHC), Inspire Health Medical Group–Perinatology, Valley Children’s Hospital, and other designated training sites.
- Work with clinical site representatives to coordinate student onboarding, scheduling, access requirements, and rotation logistics.
- Provide administrative support to clerkship directors in organizing educational activities, faculty participation, and student learning experiences.
- Coordinate meetings, prepare agendas, maintain meeting documentation, and track follow-up items related to undergraduate medical education activities.
- Respond to routine inquiries from students, faculty, institutional partners, and outside medical schools regarding clerkship availability, requirements, and procedures.
- Facilitate timely communication regarding rotation changes, scheduling updates, and educational program requirements.
Program Administration and Process Improvement
- Maintain and update medical student program procedures, tracking systems, calendars, forms, and administrative resources.
- Compile routine reports and program statistics, including application volume, student participation, rotation assignments, and evaluation completion.
- Monitor established administrative workflows and identify opportunities to improve scheduling, communication, onboarding, and recordkeeping processes.
- Recommend and implement approved process improvements to enhance efficiency, accuracy, and the student experience.
- Assist with maintaining medical student program information, orientation materials, and departmental educational resources.
- Provide general administrative support for undergraduate medical education activities and special projects as assigned.
- Perform other related duties consistent with the scope and responsibilities of the position.
Other Duties
- Other duties as assigned.
Qualifications
Required Qualifications
- Bachelor's degree in related areas and a minimum of 1 year of related administrative experience or an equivalent combination of education and experience/training.
- Excellent organizational skills with demonstrated ability to prioritize multiple tasks, meet tight deadlines with frequent interruptions and attention to detail.
- Communication skills; include verbal, written and active listening. Service oriented and responsive to questions and requests. Ability to interact in a professional, resourceful, and courteous manner.
- Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
- Ability to function with minimal direction from supervisor.
- Ability to use sound judgment in responding to issues and concerns.
- Ability to use discretion and maintain confidentiality.
Preferred Qualifications
- Bachelor’s degree in education, healthcare administration, business administration, or a related field.
- Previous experience providing administrative or program coordination support in an academic medical center, medical school, healthcare organization, or higher education environment.
- Experience coordinating undergraduate medical education programs, medical student clerkships, clinical rotations, or other health professions education programs.
- Familiarity with medical student application, scheduling, and evaluation systems, such as the Visiting Student Learning Opportunities (VSLO) platform, MedHub, or similar educational management systems.
- Knowledge of medical student onboarding requirements, clinical rotation scheduling, educational evaluations, and institutional compliance procedures.
Required Licenses and/or Certifications
N/A
