Operations Associate; Admin Associate

Position: Operations Associate (Admin Associate 1)
About the Job

The Operations Associate (Administrative Associate
1) is a dual-function role responsible for managing the logistics of medical student institutional assessments/board exams in the clinical phase and high-level operation/administrative support. This position ensures the seamless execution of high-stakes testing while serving as a key organizational partner to the Assistant Dean for Assessment and Evaluation. This role requires the flexibility to work early mornings on a regular basis to accommodate exam proctoring schedules.

Job Duties /Responsibilities:

80%:
Operations

* Oversee the administration of NBME exams, including coordinating student rosters and accommodations via the NBME Services Portal.

* Manage logistical planning, scheduling, and budgeting for internal assessments such as CBSSA and CCA.

* Register and train clerkship coordinators, staff, and student interns to serve as proctors.

* Ensure all testing aspects meet LCME requirements for comparability and equivalency.

* Partner with the Disability Resource Center to ensure testing accommodations comply with University policy and the ADA.

* Manage Institutional Assessment courses within Canvas, ensuring students receive objectives, schedules, and grades.

* Manage business and service contracts for assessment software tools

* Collaborate with the Assistant Dean and Finance Department to develop and monitor operational and program budgets.

* Manage logistics for special initiatives such as academic and faculty development events, seminars and team-building activities.

* Work with Assistant Dean, other leadership, and HR to recruit and hire research and medical students for special projects.

20%:
Administrative Support

* Act as an official representative for the Assistant Dean on specifically assigned matters.

* Manage complex calendars, including scheduling conference rooms, video conferencing, and various on-campus or off-site venues.

* Serve as the primary administrative lead for the standing Assessment Committee by preparing materials, taking minutes, and monitoring attendance and membership.

* Assist with the preparation and compilation of reports as needed.

* Act as a resource for the Assessment and Evaluation team regarding travel arrangements, conference registrations, and purchasing.

* Provide support as needed to Office of Medical Education colleagues for project implementation and staffing major events like graduation or orientation.

Qualifications

All required qualifications must be included in the application materials

Required Qualifications:

* BA/BS degree or a combination of related education and professional experience totaling four years.

* Experience coordinating complex projects, programs, events, or operations in a professional setting.

* Experience supporting or coordinating high-stakes activities requiring accuracy, confidentiality, and attention to detail.

* Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.

* Strong organizational, problem-solving, and customer service skills.

* Demonstrated ability to establish and maintain collaborative working relationships with diverse stakeholders.

* Experience using technology and software systems to support operations, scheduling, reporting, or troubleshooting.

* Proficiency with Microsoft Office Suite, Google Workspace, and videoconferencing technology.

* Strong written and verbal communication skills.

* Ability to work occasional early mornings and evenings to support exam and event schedules.

Preferred Qualifications:

* Experience in higher education, academic medicine, healthcare, or student services administration.

* Experience supporting computer-based testing, exam administration, or other high-stakes assessment environments.

* Experience with classroom scheduling, facilities coordination, or event logistics.

* Experience working with databases, reporting systems, or scheduling platforms.

* Experience managing budgets, purchasing, contracts, or financial processes.

* Familiarity with national board exams such as NBME assessments.

* Familiarity with assessment best practices.

* Experience with tools such as Canvas, Qualtrics, or Astra…