Administrative Asst

Rochester, NY

GENERAL PURPOSE:

The Academic Administrator I oversees the Family Medicine Medical Student Clerkship and ensures compliance with the UR School of Medicine and Dentistry MD program requirements. The role involves managing the coordination of 120-150 medical students annually. It requires a deep understanding of administrative processes, sound professional judgment, and the ability to communicate respectfully and professionally with trainees, coworkers, supervisors, and faculty. Building positive working relationships with training directors, faculty members, trainees, and colleagues across Family Medicine and other departments and the community is essential.

This position entails working independently and exercising independent judgment, decision-making, and initiative. The Academic Administrator I manages the operations of medical student education, collaborating with the Family Medicine Clerkship Director, Assistant Director, Program Administrator, and other Program Directors as necessary to develop, coordinate, and maintain the educational curriculum. Responsibilities include setting priorities, managing the flow of information to ensure access to necessary data, and developing timelines and protocols. The ideal candidate is proactive, capable of working autonomously, and communicates effectively both in writing and verbally.

JOB DUTIES AND RESPONSIBILITIES:

Family Medicine Clerkship/Electives/Medical Student Experiences (50%)

  • Collaborate with the URMC Office of Curriculum & Assessment (OCA) to ensure all educational materials adhere to LCME (Liaison Committee on Medical Education) standards.

  • Maintain confidentiality of sensitive information, including ADA accommodations and student records.

  • Utilize full knowledge of the URMC MedHub evaluation system to manage and monitor evaluations.

  • Serve as a liaison between faculty, trainees, staff, and students for site placement and scheduling of educational and clinical activities.

  • Identify Family Medicine preceptor locations.

  • Obtain necessary onboarding and credentialing for site placements, including affiliation agreements, immunization records, letters of good standing, and other relevant documentation.

  • Create and update Blackboard Learn courses, ensuring file compatibility for student and faculty use.

  • Create orientation packets for students with information about preceptor sites and required educational activities,and post all documentation on Blackboard.

  • Coordinate orientation dates and locations.

  • Ensure medical students’ experiences comply with National Board of Medical Examiners (NBME) board examination requirements. Order, prepare, and administer the NBME Family Medicine subject exam, and distribute student scores and profiles.

  • Independently maintain the MedHub software system to track evaluations, attendance, and other required elements of medical student education.

  • Create confidential summary evaluations and distribute grading packets.

  • Ensure completion of grade letters within six weeks from the last day of the Family Medicine clerkship.

  • Enter final grades into the URMC MedSIS reporting system.

Sub-Internship (20%)

  • Support 4th-year medical students, including visiting students, in their Family Medicine sub-internships.

  • Create schedules, communicate with students and inpatient preceptors, and send out MedHub evaluations.

  • Provide follow-up on MedHub evaluations post-rotation and process grade letters for the director, posting them in MedSIS.

Student Group Support (10%)

Family Medicine Interest Group (FMIG) Support

  • Advise FMIG leaders on monthly meetings and assist in coordinating activities and special events, such as "Dinner with the Docs."

  • Oversee coordination with the national AAFP for the yearly grant program.

  • Manage and monitor the FMIG bank account to ensure accurate accounting.

Primary Care Week

  • Coordinate with the UR Medicine Primary Care Network, Department of Family Medicine, and FMIG leaders to plan and support Primary Care Week.

  • Reserve rooms, order food, secure speakers, and manage schedules.

  • Assist the Chair with securing the keynote speaker and handling their travel and lodging arrangements.

  • Ensure classrooms are reserved and assist students with logistics for daily speaker lunches.

  • Monitor the budget and handle reimbursements.

  • Organize Procedure Night at Highland Family Medicine.

  • Provide direction to secretarial support as needed.

  • Host special guests.

MAPS Program

  • Coordinate the University of Rochester undergrad MAPS (Minority Association of Premedical Students) Chapter.

  • Manage onboarding of health compliance documentation for approximately 15 undergraduate students each semester.

  • Work with chief residents to coordinate shadowing experiences for 15-20 students at Highland Family Medicine each semester.

Administrative Support and Miscellaneous Duties (5%)

  • Provide secretarial and administrative support to the Associate Director of Medical Student Education and the Director of the Sub-I/Elective.

  • Design invitations for special events.

  • Consolidate information for reports and create lists.

  • Host special guests, such as keynote speakers and faculty applicants.

  • Prepare letters to students and mailings to preceptors.

  • Prepare for and take minutes of the monthly Medical Student Education Committee meetings.

  • Make administrative arrangements for meetings, including planning, scheduling, preparing materials, setting and sending agendas, sending reminders, taking minutes, setting up meeting locations, AV needs for presentations, refreshments, soliciting meeting feedback, and cleanup.

  • Coordinate and maintain directors’ schedules in Outlook, including clinic sessions, didactic sessions, precepting commitments, vacation, travel, and conference participation, using independent judgment to prioritize competing demands.

  • Arrange travel, conference registration, and hotel accommodations, and facilitate invited lectures and speaking engagements for providers.

  • Manage providers’ documentation and information, compose and type non-routine correspondence, obtain signatures, and update CVs.

  • Process reimbursement and check requisitions for all clerkship-related expenses.

  • Perform academic duties such as formatting manuscripts and abstracts, conducting literature searches, photocopying, data entry, processing letters of reference, and ordering materials for recruiting and conference poster presentations.

QUALIFICATIONS:

Required Skills:

  • Self-Management: Exceptional ability to manage time and tasks independently.

  • Communication: Strong verbal and written communication skills.

  • Professionalism: High degree of professionalism in all interactions.

  • Organization: Excellent organizational skills to manage multiple responsibilities.

  • Customer Service and Teamwork: Outstanding ability to provide customer service and work effectively in a team.

Proficiency in:

  • Microsoft Office Suite: Advanced skills in Word, Excel, and PowerPoint.

  • Educational Platforms:

  • Blackboard Learn

  • MedSIS

  • MedHub

  • NBME administrative platform

  • Aquifer online cases

  • Data Management Tools:

  • RedCap

  • Adobe Professional

Minimum Qualifications:

  • College graduation or an equivalent combination of experience and training.

  • 2 years of relevant administrative experience.

Preferred Qualifications:

  • Bachelor’s degree with 3 years of relevant experience or an equivalent combination of education and experience.

  • Ability to plan, implement, and analyze programs.

  • Capacity to think and act independently.

  • Effectiveness in working with students, faculty, community preceptors, and other members of the medical education team.

  • Strong oral and written communication skills.

  • Strong interpersonal and organizational skills.

  • Knowledge and experience in program coordination.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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