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This role offers the opportunity to work within an innovative culture that is focused on medical student education and continuous learning. With minimal direction and general guidance from the from the Director, Offices for Medical Student Education (OME), works independently within the University strategic framework to coordinate SMD MD student events, and perform confidential, complex administrative tasks. This position requires a high degree of self-motivation, independent judgment, time management and exceptional communication skills.
Job Responsibility:
Budget management and coordination of existing medical school events
Administers state licensing and verification paperwork for the School of Medicine and Dentistry MD program
Manages medical school degree verifications, letters, and transcripts
Manages updates to medical school records, digitizing of graduate files and the SMD MD electronic database
Responds to communications and inquiries on behalf of the SMD MD Registrar
Serves as central contact person for the Offices for Medical Student Education
Coordinates and assist with onboarding of medical students
Administers in-person registration for Medical Student Orientation and a two-week course
Managing all aspects of medical school locker assignments
Reviews/Approves medical student room reservation requests
Responsible for student security and access to OME managed rooms and SMD educational space
Manages day-to-day issues with Facilities and UIT and environmental services
Assigns and governs the medical student USPS mailboxes
Manages medical student pager assignments, distribution and SPOK database
Manages student expense reimbursement requests
Examines and improves administrative procedures, updating SOPs
Establishes and maintains a positive rapport with, students, faculty, staff, school administration, and other stakeholders
Manages purchasing of supplies for the Student Services Office
Manage mail distribution on behalf of the Offices for Medical Student Education
Coordinates schedule of events and updating the OME shared calendar of events
Oversees the needs and maintenance of the medical student OnCall rooms
Develops, reviews and disseminates content and digital information on various platforms designed to communicate important messaging to students
Requirements:
Associate’s degree
At least 3 years of administrative/office and/or event planning experience, including 1 year in a position which demonstrated the ability to work with minimum supervision
Superior organizational skills, with the ability to handle many projects/assignments at the same time
Excellent oral and written communication skills
The ability to work in a student-centered environment and to express sensitivity towards issues of equity, diversity and inclusion
Strong attention to detail and ability to prioritize
Proficient computer skills including expertise with Microsoft Office, Zoom/virtual conference platforms, interpersonal skills, and customer service skills
Practical knowledge and utilization of computer software tools particularly, Box, and Zoom
Knowledge of and attention to the federal privacy guidelines set forth in FERPA