2013 CDIM Administrator Survey 2011 – 2013 SURVEY TASK FORCE COMMITTEE Martha Chandler Sue Gilbert Anne Marie Hunt Lisa Oliver Kerrie Quirk Britt Simonson

Completion Rates 96 completed  ~70% response rate Thank you!!

Demographic Information REGION: Midwest: 32% Northeast: 23% Southeast: 19% Southwest: 14% West: 11% Outside of the United States: 1%

Position Title: How are we defined? Other: Program Administrator Team Supervisor Medical Education Specialist Administrative Coordinator Associate Director Clerkship Admin Unit Coordinator Nurse Educator

Years in Role

Education DegreeWhat is your level of education? What is the minimal level of education required for your position? High School 5%14% Some College 23%4% Bachelor’s Degree 25%37% Some Graduate School 9%2% Two-Year College Degree 19%16% Graduate Degree 19%5% 23% of survey respondents indicated that they were unsure of the minimal level of required education required for their position

Continuing Education What continuing education credits do you require to maintain certification or licensure?  None required: 89%  Continuing Education Unit: 2%  Continuing Medical Education: 5%  Other: 4%  Meeting once per year  CHES (Certified Health Education Specialist)

Sponsoring Institutions 25% of us are sponsored by a hospital 72% of us are sponsored by a medical school 3% of us are sponsored by a private practice/clinical site Hourly vs. Salaried 44% of us are hourly employees 56% of us are salaried

Salary Range

Salary Increases Received

Reasons for Change in Salary

Class Size: Medical Student Admissions Per Year

Students rotating through Department What is the average number medical students rotating on required rotations through your department each month? Most programs (32%) reported an average of 25 – 50 students rotating each month.

Fluctuations in Class Size Has your class size changed in the last 3 years? No: 26% Yes, increased: 65% Yes, decreased: 9% 30% of us also coordinate rotations for non- medical students (e.g. NP, PA, PhD, etc.)

Institutional Support 75% of us attend regularly scheduled meetings between clerkship coordinators/administrators. 63% of administrators who attend these meetings indicated that the meetings are scheduled by the Dean’s Office or Medical Education Office, while 37% are directly responsible for scheduling the meetings. These meetings occur: Monthly:39% Quarterly:39% Annually:11% Other:11%

Mentoring Only 7% of us have a formal mentoring program at our home institution, but 36% of us indicated that we have a mentor (informal or formal) at our home institution. 23% of us have a mentor at CDIM, 70% do not currently participate in the CDIM mentorship program, and 7% plan to participate in the CDIM mentor program in the future.

Professional Role 25% OF US HAVE HAD A TITLE CHANGE IN THE LAST THREE YEARS. 75% OF US RETAIN THE SAME TITLE.

Some Examples of Title Changes What was your old title?What is your new title? Administrative AssistantAcademic Services Administrator or Clerkship Coordinator Administrative AssistantAdministrative Assistant/Fellowship Program Coordinator Administrative AssistantAssociate Director Assistant DirectorClerkship Coordinator Assistant Director, Medicine Student ProgramsClerkship Program Coordinator I Clerkship CoordinatorClerkship Unit Coordinator Clerkship Program Coordinator IIDirector of Operations, Regional Affairs Dean of Medicine Coordinator Academic Support ServicesM4 Clerkship Coordinator Internal Medical Education CoordinatorMedical Education Specialist Manager, UGME Program AdministratorsMedical Education Specialist Medical Education Coordinator IIProgram Coordinator Open-Ended ResponseStudent Program Coordinator II Residency SecretaryUGME Program Administrator Team Supervisor Student Program CoordinatorUndergraduate Medical Education Coordinator

Programs & Responsibilities 64% of us are responsible solely for medical student programs In addition to medical student programs: 14% coordinate residency programs 9% coordinate residency and fellowship programs 5% coordinate residency, fellowship, and non-educational programs 4% coordinate non-educational programs 4% coordinate fellowship programs

Programs & Responsibilities 82% of us have assumed new responsibilities in the last three years. Those responsibilities include:

Administrative/Support Staff for UME Total # of admin staff for UME in our departments: 56% reported 1 full-time administrators 44% reported 2 or more full-time administrators  20% additionally reported 1 or less part-time administrators Total # of admin staff for GME in our departments: 19% reported 1 full-time administrators 62% reported full-time administrators 19% reported 5 or more full-time administrators  9% additionally reported 1 part-time administrator 38% reported that administrative staff split roles between UME and GME at their home institutions

Office Support and Work Space 37% of us supervise other employees 59% administrative 41% student/temporary Our work spaces vary: Private office 56% Shared office 20% Cubicle 24%

Professional Development 78% OF US HAD NOT PICTURED OURSELVES IN OUR CURRENT PROFESSION BEFORE TAKING OUR POSITIONS, YET 96% OF US REPORTED THAT WE ENJOY OUR CURRENT POSITION.

What Motivates Us? What do you enjoy most about your position?

What Motivates Us? What are you most passionate about within your position?

Challenge of the Work How challenging are the tasks for your position?

Sense of Value to the Clerkship/Department To what extent to you feel you are valued by your Clerkship Director? 59% felt highly valued 22% felt valued 15% felt slightly valued 4% indicated “not applicable”

Relationship with Clerkship Director “I feel my judgment and capabilities are trusted.” “My clerkship director treats me (and tells the students as much) as an extension of himself. We have a very open, collaborative relationship built on respect and trust.” “I feel that a person in this role has to make the point to build that relationship with the clerkship director. Your director should be able to feel that they could go on leave and come back without the bottom falling out.”

Professional Development Opportunities 80% of us receive financial support and/or time off for professional development activities. What professional development activities have you participated in while in your position?

Barriers in Professional Development Other: Budget cuts, other more senior administrators are given priority

Current Career Advancement Opportunities

Preferred Advancement Opportunities

Long-term Career Goals 81% of us would recommend our position to a friend.

Closing Comments from Respondents “There are so many mechanics involved in our work. I just hope that the higher ups are more aware of what our job is. It would be nice to get paid better.” “I wish you all the best in everyday life choices and although we don't leave our name on this, I hope to meet you all that are a part of this awesome spot of helping the medical and educational area.”

Closing Comments from Respondents “Being a medical educational professional has been a fabulous career for me. I have been lucky to work with smart, creative and supportive professionals who have encouraged me to grow by offering opportunities to conduct research and participate in academic writing both in my job and through AAIM/CDIM. CDIM has offered amazing opportunity and is my professional home. I have a fantastic network of colleagues and mentors who have taught me so much. Thank you!”