Administrative Coordinator III, MSTP

University of Rochester•City of Rochester, NY

10d•$19 - $26

About The Position

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. With minimal direction from the Administrator, Director and Associate Director of the MD/PhD Program, and general guidance regarding admissions policy and procedures from the Senior Associate Dean and Director of Medical School Admissions, this position serves as the recruitment coordinator for the Program requiring a high degree of self-motivation and time management. Because this position is multi-project oriented, often with inflexible deadlines, it requires strong organizational skills and the ability to work under pressure on one or more projects simultaneously. This position creates and fosters relationships with applicants, faculty, staff, and students, in both a virtual and in-person environment.

Requirements

High School diploma
Two years of relevant administrative experience; Three years of relevant administrative experience (preferred); or equivalent combination of education and experience.

Nice To Haves

A highly-motivated self-starter; ability to multi-task (preferred)
Ability to work both autonomously as well as on a team to improve office functions and efficiency. (preferred)
Excellent computer skills including expertise with Microsoft Office, Zoom/virtual conference platforms, interpersonal skills, and customer service skills. (preferred)
Excellent oral and written communication skills. (preferred)
Position requires extensive use of AMP-Application Management Program, the Medical School admissions software; ability to learn new software quickly is required.
Must be extremely detail-oriented and accurate. (preferred)

Responsibilities

Serves as central contact person for prospective and current applicants to Medical Scientist Training Program (MSTP).
Coordinates and assist with recruiting/application process of applicants to MSTP.
Responsible for setting up all applicant interviews including initial correspondence, schedules, travel, and catering (85+/year).
In a virtual admissions cycle, responsible for scheduling, setting up and facilitating all virtual interview days, including breakout room monitoring.
Sets up new users and train faculty interviewers on use of AMP admissions system as needed.
Works with AMP developers each year prior to the start of the admissions cycle to make any changes to application system to further streamline the process.
Recruits 2-3 faculty committee members to partake in preliminary application screenings.
Responsible for setting up screening training for the faculty.
Responsible for sending applications that are ready for screening to MD/PhD Screeners through AMP and tracking completion so as to ensure all applications are screened in a timely manner.
Organizes Admissions Committee meetings, including scheduling, applicant reviews, required documentation, and catering.
In a virtual admissions cycle, this includes initial Zoom meeting setup as well as supplemental documentation to help the virtual meeting run smoothly.
Travels to national and local recruitment fairs; act as program representative providing information to prospective applicants.
In a virtual recruitment season, acts as program representative on multiple virtual conferences and fairs throughout the fall and spring semester.
Serves as central contact person for all information concerning the department matriculants and students; prepares, composes, and signs routine correspondence; provides ongoing overall support for incoming matriculants; handles all information in a confidential manner.
In collaboration with URMC Marketing, creates promotional/informational materials for recruitment and various annual events. This includes digital marketing and social media, as well as organization of marketing materials for Second Look when needed.
Manages MSTP Summer Scholars Program; includes applicant screening process, identification of faculty preceptor(s), coordinating participant schedules, compliance and appointment documentation, events, orientation, housing, clinical rotations, UHS vaccinations/requirements, and continued communication with participants.
Schedules Scientific Reasoning in Medicine (SRM) course for 1st and 2nd year medical students in MSTP, in conjunction with the medical school course calendar, including recruiting and scheduling faculty, managing course materials, evaluation distribution and reporting in MedHub, and the order and set-up of lunches.
In a virtual academic year, sets up and manages virtual course space, and facilitates each class session.
Uses URMC Blackboard to outline SRM course, including the course structure, schedule, and discussions boards.
Assists the Administrator in tracking all student progress and program evaluation including thesis advisor, graduate department, qualifying exams, thesis defenses, laboratory rotation evaluations, longitudinal clerkship evaluations, F30 grant applications, F30 grant awards, and event attendance.
Maintain database of MSTP applicants, students and alumni; compile data and prepares administrative and statistical information for Director and committee meetings as needed.
Helps plan and oversee all MSTP events including annual revisit for accepted applicants, Medical Scientist Research Symposium (MSRS), graduation party, retreat for current students and faculty mentors, dinner seminars, Outreach Fair, other events as needed.
Coordinates directly with caterers, Environmental Services, Center for Experiential Learning; prepares and signs forms and requisitions for these services and expenditures including, but not limited to 312 forms and Request for Proposals.
Tracks student attendance and participation.
Arranges for all administrative services, including telecommunications, office supplies, equipment, Facilities, Finance, IT.
Processes reimbursement and check requests, travel and conference reimbursements, all PCard transactions, journal entries, and order supplies and equipment as needed.
Updates MSTP student handbook, website, newsletter, brochure, alumnae list; periodically reviews MSTP website for broken links, updated information, errors, etc.
Maintains tracking of expenses and assume financial oversight of budgets as needed with respect to conference registrations, travel reimbursements, student council event expenses, purchases of office supplies, etc. Includes attending informational sessions to maintain CLASP certification, UR Financials proficiency, HRMS payroll and personnel action forms and other related trainings.
Acts as back-up to MSTP administrator, approving semi-monthly payroll, reconciling ledgers, and processing appointment/termination forms.
Assists with coverage, back-up and additional tasks as requested within Student Services in the Offices for Medical Education.
Other duties as assigned