Full Time 40 hours Grade 051 Offices for Medical Education Schedule 8 AM-4:30 PM; SOME WKENDS Responsibilities Position Summary: With general direction and considerable latitude for independent judgment and decision-making under general direction of the Director, Offices for Student Education. Serves as principal administrative support to the (4) Advisory Deans and the Director in the Offices for Medical Student Education. This position requires knowledge and experience in event coordination, theories of student education, and some financial management; ability to present, negotiate, and communicate effectively; consistently model effective work behaviors; and use critical judgment to ensure the support of medical student education. This position requires advanced computer skills and a high degree of confidentiality, awareness in the handling of sensitive materials and issues related to medical students. This position is multi-project oriented, often with inflexible deadlines, it requires strong organizational skills and the ability to work under pressure and with independent judgment on more than one project simultaneously. This role involves interaction with a diverse group of individuals and advanced communication skills are required. Specific Responsibilities: Planning/Management Full responsibility for management of (4) Advisory Deans schedules and calendars. Planning and coordination and execution of all advisory dean student meetings with the 1st, 2nd, 3rd and 4th year students. Including reservations, catering needs and student communications. Prepare confidential deanâ™s letters and letters of recommendation for (100) 4th year medial students. Gather students biosketch documents Pull clerkship, sub-I and elective evaluations from MedSIS Monitor missing evaluations Prepare drafts of letters for deanâ™s editing Edit, format and finalize letters by deadline for ERAS distribution Handle highly confidential materials, student evaluation forms Liaison to Academic IT for Advisor Deans requirements Provide support for student PPD readings. Provide support for processing student/tutor employment I-9â™s Back-up support for Medical Student Transcripts and Office of Medical School Education Registrarâ™s mailbox. Responsible for travel arrangements/reimbursements for Advisory Deans, Director and medical students attending national meetings URSMD International Medical Student Program Responsibilities Management & Development Develop and manage all aspects of the International visiting medical student program. International Medical Student Program applications, collection of tuition, required international compliance including but not limited to Elective documents, the NYS Child Abuse Registry, NYS Justice Center Code of Conduct and Vulnerable Persons Central Registration, NYS Infection Control, HIPAA and e-Records Create and develop and implement International Medical Student Orientation and required materials and for 50-60 international visiting medical students from seven universities worldwide. Represent the CACHED Office with international exchange managers at partnering universities, URSMD Registrar, Bursar, International Services Office, and URMC clinical elective faculty and staff in developing program ideas and creating best practices. Develop course schedules for international visiting students and coordinate with URSM&D Registrar, International Services Office, and Elective Course Directors to ensure students are compliant with elective requirements. Function as the URSM&D representative for the Association of American Medical Colleges Global Health Learning Opportunities (GHLO) Program. Manage immigration issues/process; advise students/resolve issues. Develop and maintain on-going working knowledge of University compliance requirements: HIPAA, e-Records, Medical Center ID / Security Office etc.Communicate information; resolve problems/issues and New York State and United States Government visa requirements and student SEVIS II requirements to ensure that all international visiting students remain compliant while doing clinical electives at URSM&D and the Medical Center. Medical Student Event Coordination Event Planning Work with the Director of Student Services to plan and implement student events i.e., 4th Year Dinner Dance, 2nd Year event, Match Day, including first year orientation & Final Class Exercise (4th year award ceremony) Secure event locations Create invitations / programs / agenda for each event Maintain RSVP lists Coordinate catering arrangements Staff and attend events as needed Various student related and administrative responsibilities Manage and provide administrative support to the graduating class for yearbook project, Includes fundraising, mailings, follow-up with sponsoring departments and local businesses. Manage and reassign the graduating class mailboxes to the incoming class. Maintain master list of all mailboxes assigned to medical students and provide a list to the medical center post office. Organize student mailboxes by color to designate their class year. Manage forwarding email addresses & contact information for graduating medical students. Assist medical students with routine student service questions/needs, i.e. financial aid and bursar issues, registrar requests and advisory dean issues Coordinate all travel arrangements/reimbursements for Advisory Deans, Director and medical students attending national meetings. RedCap â“ Create online survey questionnaires for 4th year medical students, and compile responses for updating the Residency Program book. Compile current medical student events, meetings and University of Rochester events to create presentations using PowerPoint for the CISCO digital sign. Assist medical and graduate students with routine student services questions/needs, i.e. financial aid and bursar issues, registrar requests and advisory dean issues. Provide back-up support for receptionist and coverage for Student Services Center front desk. Answer main Student Services and Student Affairs phones and provide information, if able, or triage calls as appropriate. Provide back-up support for all offices within the Student Services Center. Other: Other duties and special projects as assigned by the Director, Offices for Medical Student Education. Qualifications: College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer two years of advanced education in secretarial studies or the equivalent. Prefer at least three years of administrative and office experience, including two years in a position which demonstrated the ability to work with minimum supervision and to direct an office operation or equivalent combination of education and experience. Needs to be multitasking, tactful and cross-culturally sensitive. Excellent communicative /interpersonal skills and excellent organizational skills required. Ability to make independent judgements with minimal supervision. Proficiency in Microsoft Office and Box.
Internal Number: 1151118635
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