Medical Academic Associate

MEDICAL ACADEMIC ASSOCIATE

Knowledge, Skills, and Abilities (KSAs): Familiarity with medical education program structures and operations (clerkships, residencies, fellowships). Knowledge of accurate scheduling and record-keeping practices. Ability to use multiple systems for data entry, documentation, and reporting. Strong organizational skills, attention to detail, and ability to adjust to shifting schedules and priorities.

Role Description

Provides non-clinical administrative support to undergraduate and graduate medical education programs. Responsibilities include coordinating clerkships, residencies, fellowships, and academic events; supporting exam and evaluation processes; maintaining confidential records; and assisting with logistics for recruitment, orientation, and academic activities. Works closely with faculty, staff, and program leaders to ensure accurate documentation and smooth daily operations.

Typical Functions:

Coordinate daily schedules, calendars, and room reservations for clerkships, electives, and residency rotations.

Proctor or support exams, process evaluation data, and maintain grade documentation under program guidelines.

Enter and update duty hours, evaluations, and schedules in education management systems.

Maintain academic and personnel records in compliance with institutional requirements.

Draft or update routine correspondence, meeting minutes, and program documents.

Process purchasing, ProCard reconciliations, travel claims, and meal requests.

Support recruitment cycles by scheduling candidates, preparing itineraries, and assisting on interview days.

Assist with drafting or formatting program policies and maintaining affiliation/credentialing files as directed.

Serve as point of contact for students, residents, fellows, and faculty regarding routine program information.

Maintain office supplies, inventories, and clerical support functions.

Levels

Medical Academic Associate 1 - MR 3 Provides front-line support for day-to-day program operations. Working under established procedures and close-to-moderate supervision, incumbents coordinate student/resident schedules and events, compile grades and evaluations, maintain confidential records, and serve as points of contact for learners, faculty, and clinical partners. The work emphasizes accurate documentation, timely communication, and service to students, residents, and faculty. Typically Non-Exempt. Education/Experience: Typically requires a high school diploma and one to two years of relevant experience, or an equivalent combination of education, training, and experience.

Medical Academic Associate 2 - MR 5 Works with limited supervision to perform advanced administrative support for medical education programs. This role executes recurring program cycles and supports compliance processes—such as preparing documentation for accreditation reviews, tracking milestones, maintaining policy and agreement files, and assisting with credentialing paperwork. This role configures and maintains academic systems, coordinates complex schedules, may train staff or student workers on established procedures, and leads day-of execution for program events and interviews. The position requires strong organizational skills, initiative, and the ability to apply established standards and procedures across multiple stakeholders in a fast-paced academic environment. Typically Non-Exempt. Education/Experience: Typically requires a high school diploma and three to four years of relevant experience, or an equivalent combination of education, training, and experience.