The OME Assessment Coordinator (OAC) at the Albert Einstein College of Medicine is an administrative coordinator who reports to the Director of Block Leaders. S/he will support the Block Leaders in the scheduling, preparation, and administration of assessments, post-examination processes, and communication with curricular directors, as well as entering grading information into the learning management system (currently, Canvas). The OAC will also assist Block Leaders in the preparation of annual academic pre-clerkship curricular calendars and administratively support the Block Quality Circle meetings. The OAC interfaces with numerous stakeholders across the institution, including staff, course and clerkship directors, and students, and is expected to be creative and innovative in helping achieve efficiencies by streamlining processes or advocating for using technological solutions to address issues raised by stakeholders.
Duties and Responsibilities
Specific responsibilities include, but are not limited to:
Assessments: (applies to pre-clerkship phase of the curriculum)
- Collaborate with the Software Support Specialist to provide support and training to faculty and staff in examination posting, administration, scoring, and score/grade release to students and curricular directors.
- Assist and act as the primary backup for the Software Support Specialist who oversees the College's computer-based test systems (currently, ExamSoft, National Board of Medical Examiner (NBME), and Canvas), ensuring assessments are available as scheduled and grades are released timely in accordance with current Einstein policies and SOPs.
- Assist the Software Support Specialist in monitoring and replying promptly to student and faculty assessment-related emails and requests for technical assistance.
- Communicate and follow up with course directors to ensure they are aware and meet deadlines for assessment drafts, test blueprints, assessment mapping, and final course grades.
- Coordinate with the Manager of Educational Facilities to identify and schedule suitable in-person examination spaces.
- Send notifications to students and the Office of Student Affairs (OSA) and Office of Academic Support and Counseling (OASC) when a student misses an assessment download/upload deadline or missed an assessment.
- Coordinate with OSA and OASC regarding students who need compensating assessments.
- Support the Software Support Specialist in preparing data, including grades, of all assessments for uploading into the learning management system (currently, Canvas) Gradebook for student, registrar, course directors, and dean review.
- Assist in data collection and ensure data quality for the Curriculum Management System.
- Prepare and send course directors materials for secure exam review, and assessment data summary reports.
- Other pertinent tasks, as needed and assigned.
Curriculum Scheduling & Delivery:
- Work collaboratively with the Block Leaders, course directors, and OME, to meet all deadlines in creating annual pre-clerkship curriculum schedules.
- Provide support to the Block Leaders with creation of the curriculum calendar and course schedules and other curricular roles, which includes but not limited to scheduling meetings, creating doodle polls, taking minutes, as necessary.
- Assist Block Leaders with Block Quality Circles at Einstein (BQE) meetings, which includes but not limited to scheduling, sending Outlook invites, checking, and coordinating logistics and technical support, making food and beverage arrangements, etc.
- Other pertinent tasks, as needed and assigned.
Other Administrative Duties
- Collaborate with the Software Support Specialist and the OME Assessment Team Lead in creating more efficient assessment-related workflow and SOPs.
- Assist in monitoring the database and coordinate with students approved by OSA for compensating assessments.
- Liaise with the OSA to coordinate special accommodations for students, as requested, throughout all four years.
- Other tasks as assigned, as needed.
