Scheduling and Systems Coordinator, Experiential Education - Rosalind Franklin University : Job Details

Position Summary

The Rosalind Franklin University of Medical Sciences (RFUMS) College of Pharmacy Office of Experiential Education (OEE) is responsible for the Doctor of Pharmacy (PharmD) program education of students in real-life settings. Working to place students in settings and working with preceptors to ensure an optimal learning experience requires effective use of the experiential learning management system (CORE-ELMS). Functions performed in CORE-ELMS include: managing site availability, arranging student placements, communicating policies, fostering compliance and sharing data for accreditation and quality assurance processes. This position will coordinate effective utilization of the CORE-ELMS software including but not limited to user training, maintenance and analysis of data and scheduling.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 10% employer contribution after two years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff members are eligible for three weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays. That is a minimum of 30 paid days off each year!

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

40% Learning Management System (CORE-ELMS) Coordinator:

Act as lead user, trainer and optimizer CORE-ELMS for pharmacy needs, including:

* Supporting scheduling of rotations/fieldwork experiences.

* Delivering communication to preceptors/fieldwork educators and students.

* Collaborating with the Associate Director of OEE and Assistant Dean for Clinical Affairs to assure CORE-ELMS meets compliance needs.

* Collaborating with the Associate Dean for Assessment to assure CORE-ELMS contributes to assessment processes

* Performing maintenance and quality assurance to ensure database information is current for all users (e.g. preceptors, students, administrators).

* Training staff, faculty, students, and preceptors on the use of the system.

* Serving as the primary point of contact for questions and troubleshooting CORE-ELMS related issues.

* Communicating relevant CORE-ELMS updates and changes that would impact students and preceptors to the appropriate OEE team members, course directors, students and preceptors in an effective and timely manner.

* Collaborating with OEE team members for updates/changes to learning management system and its operations.

* Serving as the lead point of contact with CORE-ELMS vendor for all programs (service requests, support, software development requests), to optimize system use and resolve software issues.

* Managing and analyzing data-use to ensure what is entered and extracted is current, accurate, and complies with a usable format for all users.

40% Experiential Course Student Scheduling:

Manage the use of CORE-ELMS to develop student experiential schedules with steps of activities including:

* Gathering site availability,

* Managing CORE-ELMS availability of site descriptions to inform student preferencing,

* Instructing students on entering preferences and information relevant to scheduling based on site availability

* Collect out-of-network requests from students and communicate requests to Assistant Dean of Clinical Education to initiate necessary onboarding of the site

* Collaborating with team members on implementing the student match process, based on programmatic rules and procedures, to develop student and site schedules

* Performing quality assurance on the scheduling process to monitor and refine student rotation assignments

* Responding to enrollment issues including student registration conflicts, placement conflicts and scheduling/enrollment changes as needed

* Communicating the results of student scheduling efforts to the appropriate OEE team members, course directors, students and preceptors in an effective and timely manner

* Managing ongoing scheduling changes in the CORE-ELMS system

15% College Administrative Responsibilities:

* Serve as primary point of contact for Office of Experiential Education.

* Provide general operational and administrative support for the College of Pharmacy.

* Receive, respond to and direct student and preceptor inquiries, email and telephone calls.

5% Other Duties as Assigned

* Assist with other duties related to OEE as assigned and needed for sufficient office coverage.

* Assist in student proctoring as needed

Conditions of Employment

* Must achieve satisfactory results from a background check

* Compliance with the current COVID19 vaccination policy

Required Education & Experience

* BA/BS in relevant field plus at least 2 or more years of professional experience related to the activities above; or a combination of related education and work experience to total six years.

* Training in education, information technology, systems engineering or quality assurance/improvement processes

* Experience with independent database management.

* Experience with online learning management systems, student records and/or scheduling processes.

Required Knowledge, Skills, & Abilities

* Commitment to work with faculty and staff.

* Strong verbal and written communication skills.

* Ability to work effectively with individuals and teams internal and external to the college including students, preceptors, and vendors.

* Ability to lead projects with limited supervision/direction.

* Ability to work independently, creatively, and adaptively in a fast-paced and dynamic work environment.

* Strong attention to detail

* Ability to manage, interpret, and share data

* Ability to foster quality assurance and quality improvement processes

* Strong customer service orientation with the ability to productively manage conflict

* Ability to meet deadlines and manage multiple ongoing initiatives at one time

* Ability to instruct and orient others to systems and processes

* Proficiency with Microsoft Office products, including Excel (e.g., advanced data management, pivot tables)

Preferred Qualifications

* Experience in healthcare-related education

* Experience in healthcare-related clinical/experiential education

Typical Physical Demands & Working Conditions

* Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.

* This position requires in-office attendance during normal business hours.

* Remote days may be implemented after 12 months with supervisory approval.

EOE, Including Disability / Vets