Department Coordinator IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400169 Offices for Medical Education

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

GENERAL PURPOSE
With minimal direction from the Program Directors this position serves as the principal program manager for the Office of Medical Student Enrichment Programs (OMSEP). With considerable latitude for exercise of independent judgment, responsible for performing a variety of advanced, complex assignments including managing department accounts for the Outreach Volunteer, Year-out/Summer Research and the International Education Exchange Programs. This position is multi-project oriented, often with inflexible deadlines, and requires strong organizational skills with the ability to work under pressure on one or more projects simultaneously. Provides administrative support to four Program Directors, in addition to managing program budgets and data, processing confidential and time-sensitive information, and working with limited supervision.

ESSENTIAL FUNCTIONS

Outreach Volunteer Programs

With general guidance from the Associate Director of OME Student Support and Enrichment Programs and the Director of Medical Student Volunteer Programs,:

• Coordinates the outreach group descriptions and creates leadership database annually. Updates group information on websites and recruitment documents.
• Functions as a liaison to leadership, students and community partners on behalf of the office. Coordinates meetings as needed.
• Tracks student participation in volunteer activities for consideration for an MD degree with Distinction in Community Service.
• Manages partnerships with community-based organizations to ensure participating students are in compliance with University policy and regulations.
• Prepares and reviews financial budgets and reports for all Student Outreach activities.
• Coordinates and oversees highly confidential matters pertaining to the Medical Student Outreach Groups
• Shares information and policies along with operational procedures for Student Outreach Programs with students, faculty and departments.
• Initiates orders for supplies.

Year-Out / Summer Research Programs

With general guidance from the Associate Director of OME Student Support and Enrichment Programs and the Director of Medical Student Research Programs:

• Coordinates highly confidential electronic research application materials for the medical student Summer and Year out Research Program.
• Works with the Directors to recruit faculty for the research review committees annually. Schedules review committee dates for the year-out and summer research applications. Responsible for organizing the applications for each program, delivering to each reviewer, and tracking the completion by the time of each meeting. An overall rank of the scores must be compiled along with review comments for the committee to determine funding decisions.

• Tracks year-out student compliance and manages evaluations in the department management system (MedHub) for year-out students. Prepares, reviews, and provides bi-monthly reports for review by Directors.
• Monitors student expense accounts
• Collects student abstracts and creates the Medical Student Abstract Journal annually. Posts to medical school’s website.
• Plans and coordinates the Annual Medical Student Poster Session.
• Schedules and supports the Academic Research Track (ART) program. Coordinates the ART lecture series, schedules faculty speakers, reserves meeting and conference rooms, coordinates food and beverage needs and manages the attendance database. Manages the ART program budget. Develops and distributes ART certificates of completion..

International Education Exchange Programs

With general guidance from the, Associate Director of Student Support and Enrichment Programs and the Director of Medical Student International Programs coordinates all aspects of the Visiting International Student Program (VIS).

• With guidance from the Director of Medical Student International Programs, functions as a liaison with the University’s Office of Global Engagement in the management and facilitation of formal agreement documents between URSMD and approved international exchange schools.
• Functions as a liaison on behalf of the office with international exchange coordinators at partnering universities, URSMD Registrar, Bursar, Office of Global Engagement, clinical elective coordinators, and faculty in developing program ideas and best practices.

• Creates course schedules for visiting international students in MedSIS, coordinating with the URSMD Registrar, Office of Global Engagement and Elective Course Directors to ensure students are meeting elective requirements. MedSIS access requires competency in the scheduling process, and the ability to process and protect confidential student information.
• Coordinates the orientation for Visiting International students, notifying MCID for security badge, scheduling eRecord compliance training and collecting tuition payments.
• form Runs ledgers for endowment accounts that support the international programs and tracks use. Provides directors with updated budget information throughout the year.
• Addresses any visiting student immigration concerns with the Directors, the Office of Global Engagement, and the International Services Office.
• Develops and maintains on-going working knowledge of University compliance requirements: HIPAA, e-Records, etc.
• Communicates information and resolves problems/issues on 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.
• Processes Visiting International student licensure verification requests.
• Disseminates information about international clinical elective opportunities to URSMD medical students and coordinates the approval and scheduling process. Ensures the student is registered and approved for travel with the Center for Education Abroad.

Administrative Responsibilities (25%)

• Provides the Medical Student Enrichment Programs (OMSEP) Directors with administrative support surrounding interactions with students, faculty, public relations, government officials, professional organizations, community partners, and international partners relaying the Director’s instructions, preferences and concerns, and obtaining reports or recommendations. Coordinates and attends meetings for the Directors, takes minutes, receives and directs calls and emails on behalf of the office. Manages three office email accounts for the respective programs.
• Directs and coordinates maintenance of OMSEP financial accounts. Prepares data for operating budget and financial reporting provided to Directors. Manages budget reconciliation of Student Outreach Programs, Visiting International Students, and Summer and Year out Research Programs.
• Plans and administers annual meetings such as but not limited to: Research and Community Faculty Advisory Boards; Summer and Year-out Research Meeting, Annual Community Outreach Fair, and special events.
• Manages content on the Blackboard management system and program websites on behalf of OMSEP,
• Provides oversight to medical student SRO leadership.
• Initiates orders for supplies and equipment for the office and student programs.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Associates degree and 3 years of progressively responsible experience in administrative support required. Required
• Or equivalent combination of education and experience. Required
• 3 years of relevant administrative experience required
• Or equivalent combination of education and experience required. Required
Experience managing successful diversity initiatives. Required

KNOWLEDGE, SKILLS AND ABILITIES

• Advanced administrative skills. Proficiency in Microsoft Office and Adobe Professional. Required
• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, Required
• Excellent oral and written communication skills, including interpersonal skills, with the aptitude to make independent judgments with minimal supervision. Required
• Excellent organization and project management skills, with an ability to manage and prioritize multiple projects simultaneously and with keen attention to detail. Required
• Ability to maintain confidentiality and privacy; ability to use discretion and sensitivity when interacting with others. Required
• Ability to plan, implement, and analyze programs. Required
• Occasional evening and weekend work. Required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.