NYU School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. For more information, go to med.nyu.edu, and interact with us on Facebook, Twitter and Instagram.
Position Summary: We have an exciting opportunity to join our team as a Program Associate.
In this role, the successful candidate is responsible for providing direct support for enrollment services relating to the medical school curriculum. This person will work directly with the Departmental Program Manager and Director of the Office of Registration/Student Records, and must have the ability to use good judgment, to set their own work priority while providing support to a program/project supervisor. The duties include uploading information for all lotteries; maintaining lists of offerings as well as eligible participants; the ability to trouble shoot problems relating to lottery and enrollment issues; the preparation of course rosters and grades sheets as well as provide direct support for additional scholarly project (concentration) requirement for the Doctor of Medicine degree, as well as providing enrollment support for the dual degree and certificate programs.
Monitoring and maintaining accurate records of the dual degree and certificate programs. This includes enrollment.
Provide administrative support and reports for the three year pathway program.
Tracking and maintaining information for the selective and clerkship modules, including determining lottery eligibility; providing enrollment rosters as well as collecting grades and comments for each module.
Monitor and maintain accurate records relating to the required scholarly project (concentration)
Clerical Support - Makes and provides clerical support to the department/unit (photocopy, fax, mails, and files, data entry, sorts and distributes mail, etc.) and other related duties as needed. Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
Filing and Mail Distribution - Maintains office filing and storage systems by sorting, recording and filing written material in alphabetical, numerical, or subject order as needed. Retrieves material from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to the appropriate party.
Scheduling and Coordinating - Coordinates scheduling of courses related to selectives, clerkships and scholarly projects.
Computer Competency - Must be able to use a PC. Advanced word, excel and power point skills required. Need to have the ability to use templates and operate mail merge functions; manage table data, sort, and filter merges, as well as familiarity with macros and graphs; understand the concept of a databases and is able to work with charts as well as use the list management capabilities of excel. Basic working knowledge of Microsoft Access required.
Moderately Complex Clerical Functions - Prepares and maintains list of course enrollment offerings as well as eligible participants for each of the lottery categories; runs the lotteries in the appropriate timeframe as designated by the curriculum enrollment periods and trouble shoots issues relating to enrollment and lottery issues. Provide enrollment support for the dual degree and certificate programs offered within the SOM. Prepares and distributes grade sheets and other materials related to the selective requirements as well records comments from both required clerkships and selectives to the student’s academic record.
Reports - Prepares and review documents independently. Will coordinates/communicate project activities with concerned parties. Receives, classifies, reconciles and consolidates data. Compile and prepare reports based on information readily available, verify, interprets and analyses information, determines reporting format, identifies discrepancies and make corrections. Researches problems, issues and concerns and responds to requests for information and summarizes data based on information compiled from various sources.
Performs and participates in other job related duties as required.
Minimum Qualifications: To qualify you must have an Associate's Degree and minimum of one year of related experience in an office setting or the equivalent combination of education and experience. Effective Oral, written communication and interpersonal skills. Computer Skills: working knowledge in the use of Microsoft Office Word, Excel, Power point and Access. Ability to develop basic formulae for spreadsheets; set up routine computer procedures; Ability to access e-mail, electronic calendars, and other basic office support software. Ability to proofread documents and write clear, concise 1st draft. Ability to type at a speed of at least 45 net words per minutes. Knowledge of standard office practices. Ability to multi-task while paying attention to details. Ability to use standard office equipment such as copy machines, multi-line telephones, fax machines.
Preferred Qualifications: Bachelor's degree in a related field with 2 to 3 years of related experience in an office setting is preferred.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU School of Medicine's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
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Internal Number: 60419234
About NYU Langone Health
NYU Langone Health, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.nyulangone.org.