Summary

The Assessment and Evaluation Associate will oversee and coordinate the confidential evaluation process for courses, faculty, and students; and manage the web-based evaluation programs for the Undergraduate Medical Education (UME) courses. This position supports day-to-day operations for Undergraduate Medical Education (UME) assessment and evaluation activities. Responsibilities include maintaining evaluation system workflows, coordinating licensing exam logistics, preparing routine data and reports, and providing procedural support to coordinators and faculty. This role supports accurate, timely, and consistent execution of evaluations, assessments, and course grading processes.

Job Duties

Evaluation Coordination: 

• Coordinates the setup, scheduling, and distribution of course, clerkship, and elective evaluations within the evaluation system. 
• Performs data integrity checks (e.g., verifying rosters, evaluation assignments, response rates) and escalates discrepancies to the Deans. 
• Generates standard evaluation reports and dashboards; prepares first level summaries for review by the Deans.
• Compiles grade inputs (exam scores, assignments, attendance) and produces draft grade files for foundational science courses.
• Assists with preparing reports that support curriculum review and LCME-aligned documentation.
• Maintains updated SOPs, workflow checklists, and training guides for evaluation processes. 

Licensing Exam Coordination: 

• Leads exam-day logistics: room reservations, seating plans, signage, supplies, and proctor materials.
• Conducts exam readiness checks, including verifying rosters, computer stations, and room setup in collaboration with IT/Technical Support.
• Oversees proctor scheduling and ensures proctors receive training and exam-day instructions.
• Supports exams by monitoring progress, troubleshooting common issues, and escalating technical or procedural irregularities. 
• Prepares draft exam administration reports and roster confirmations for review by the Deans.
• Serves as a point of contact for routine student and faculty inquiries about evaluations, exam logistics, and timelines.
• Provides workflow guidance to curriculum coordinators and ensures consistency in procedures.
• Assists with communication plans for evaluations, exam reminders, and grade timelines.
• Helps onboard new staff and supports internal training sessions on systems and processes.
• Ensures all tasks follow established policies, FERPA requirements, exam security protocols, and internal UME procedures. 
• Helps maintain organized and compliant records for reporting and accreditation preparation.
• Supports continuous quality-improvement efforts, such as evaluation clean up projects, testing run throughs, and process refinements. 
• Performs other job-related duties as assigned.

Minimum Qualifications

• Bachelor's degree.
• Two years of relevant experience.

Preferred Qualifications

• Strong verbal and written communication skills.
• Ability and desire to flourish in a team-oriented environment.
• Experience with program evaluation and improvement processes, such as administration of course and teaching evaluation surveys.