Department Coordinator IV, OMSEP

Job Title

With minimal direction from the Program Directors this position serves as the principal program manager for the Office of Medical Student Enrichment Programs (OMSEP).

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.

Outreach 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:

• 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 (Med Hub) 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 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.
• 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…