Administrative Coordinator, School of Medicine, Practice of Clinical Medicine

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education.

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Job Responsibilities:


Fiscal Administration
-Processes payments for external PCM faculty
-Maintains accurate payment records (including payment types, payment dates, etc.)
-Creates, distributes, and collects teaching contracts for all external PCM faculty
-Enters contact information changes, role and availability information, and payment information into PCM database
-Purchases course equipment, learning resources, event supplies, office supplies, lunches for orientation and appreciation events
-Maintains accurate financial transaction records and complete p-card and RealSource reconciliations
-Assists with budget monitoring for PCM

PCM Educational Event Support & Student Services Coordination
-Lectures: greets lecturers, sets up exam table and equipment as needed, creates attendance QR codes
-Small groups: serves as backup for small group sessions (setting rooms, distributing and collecting attendance)
-Workshops: takes attendance, evaluates professional dress, distributes materials, serves as backup to SIM staff for providing event instruction to students
-OSCEs: creates student testing folders, takes attendance, evaluates professional dress, distributes and collects materials, provides instructions, manages skills station(s) check ins, assists with encounter note grade calculations, assists with skills station grade calculations, and records grades
-Assists with student learning assessment entry into ExamSoft (includes assessment questions, answers, and rationale)
-Reviews student examination material to confirm appropriate grades are shown in learning software
-Assists with trouble shooting technical issues in ExamSoft and Leo
-PCM room reservations: collects forms, distributes and collects keys, and manages online calendar
-Creates and distributes packets of teaching materials for PCM events such as PCM Bootcamp and SGL/M4 Orientation
-Proofreads and updates course curriculum materials (PowerPoint presentations, Small Group Session Guides, Workshop Summaries, etc) as requested
-Converts learning presentations to meet ADA compliance
-Creates new and edits existing course correspondence
-Maintains student files

PCM Course Coordination
-Prepares team meeting agenda, records accurate minutes, distributes minutes, and keeps an archive of minutes
-Facilitates room reservations for PCM meetings and events
-Works with Education Specialist to maintain an accurate inventory of Small Group equipment in use and in stock; orders replenishments as needed (checking with the Course Director(s) for budget approval)
-Maintains accurate timelines of PCM tasks and projects
-Reports on the status of timeline items at each PCM Team meeting and alert team to deadlines
-Collaborates with Education administrator to disseminate Teaching Effort Letters and student evaluations to Small Group Leaders and Preceptors
-Procures parking passes for PCM faculty
-Manages M4 student placements with Small Group Leaders, which includes matching/re-matching group leaders and maintaining and updating placement database
-Serves as course documentation manager. Ensures student records are maintained to code, ensures all other course documentation is complaint with VCU and state guidelines
-Acts as point of contact for PCM communication with VCU's Department of Records Management
-Completes record destruction paperwork for records that need to be destroyed

PCM Office General Duties
-Completes general office tasks to include: hardcopy and electronic filing, retrieving mail, completing data entry, managing mass mailings (including production and distribution)
-Regularly checks the status of office equipment and make maintenance requests as needed
-Routinely checks ophthalmoscopes/otoscopes to ensure they are functional. Repairs equipment as needed
-Initiates and follows up on facility maintenance requests
-Maintains accurate contact lists for PCM team members and faculty

Position will remain open until filled.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!