Trainee Affairs Coordinator

About the Role

The Trainee Affairs Coordinator at Houston Methodist Academic Institute (HMAI) is responsible for supporting training and education initiatives under the supervision of the Director of Educational Partnerships. This role provides primary support and works directly with faculty, preceptors, and 3rd and 4th year College of Medicine (COM) students from various institutions.

Key Responsibilities

• People:
• Works directly with Clerkship Directors, Manager for undergraduate medical education, and medical students to facilitate all aspects of the undergraduate medical education program.
• Facilitates implementation of standardized patient encounters and structured debriefing for adult learners after simulation training.
• Assists with administrative management of clerkships and electives, acting as liaison between directors and students.
• Serves as liaison to Education Administration, Faculty, and other affiliated personnel.
• Service:
• Provides professional and administrative support for the day-to-day operations of assigned 3rd and 4th year clerkship programs.
• Maintains communication with clerkship directors and faculty for scheduling and coordination of clerkship rotations.
• Coordinates activities for educational conferences, orientations, meetings, lectures, simulations, laboratory sessions, examinations, and special events.
• Prepares exams, syllabi, and other materials for clinical faculty and NBME requirements, maintaining them in a secure electronic database.
• Coordinates the collection, tracking, and reporting of evaluations and grades for clerkship programs using an on-line database.
• Quality/Safety:
• Maintains and coordinates activities required for compliance with institutional and program requirements (e.g., management of grades, orientation, testing, evaluation, assessment, schedules).
• Compiles and maintains data for accreditation agencies and reporting purposes.
• Coordinates and prepares materials for continued accreditation for educational partners responsible for reporting to the LCME.
• Finance:
• Utilizes department resources and supplies efficiently.
• Identifies cost savings or revenue opportunities.
• Growth/Innovation:
• Generates and communicates ideas for improving quality and/or service.
• Identifies creative ways to ensure accessibility and availability of clinical education programs via simulation, improving/evaluating competency.

Requirements & Tech Stack

• Proficiency in speaking, reading, and writing the English language.
• Ability to communicate effectively with patients, physicians, family members, and co-workers with a customer service focus and positive language principles.
• Ability to prioritize, shift tasks quickly, and adapt to a rapidly changing environment.
• Attention to detail and critical thinking skills.
• Excellent organizational skills.
• Ability to work both independently and with a team.
• Proficiency with personal computers and related software, including Microsoft Office Suite (Excel, PowerPoint, Access, Outlook, Publisher).
• Thorough understanding of UGME education policies and procedures and ability to ensure compliance with medical student handbook guidelines.

Qualifications

• Education:
• High School diploma or equivalent education (e.g., GED, verification of homeschool equivalency, partial or full completion of post-secondary education).
• Bachelor’s Degree preferred.
• Experience:
• Two years of experience in a healthcare delivery or academic setting.
• Experience in a health science center or higher education preferred.

Work Attire

• Business professional.