Department Coordinator IV, OME Student Services

Job Title

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 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. This role is multi-project oriented, often with inflexible deadlines. Strong organizational skills and the ability to work under pressure on one or more projects simultaneously are necessary.

Quality, accuracy, reliability and consistency are essential. As a trusted partner in OME, this position has access to privileged information and must be able to maintain confidentiality and exercise discretion in handling sensitive matters. Interacting with state and medical licensing boards, Deans, faculty, medical students, graduates, and staff. Working in a variety of URMC systems in support of medical student access and security.

• Budget management and coordination of existing medical school events (examples include Student Awards Day, White Coat Ceremony, Fourth Year Dinner Dance, AOA Banquet). Responsibilities include but are not limited to general budget and project management, developing and disseminating student and faculty communications.
• OME MD Registrar Support
• Administers state licensing and verification paperwork for the School of Medicine and Dentistry MD program. Manages medical school degree verifications, letters, and transcripts for current medical students and graduate medical doctors for state licensing boards, hospital staffing nationwide and other federal, state and private organizations.
• 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.
• OME Administrative Support
• 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 offered to incoming medical students.
• 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 and aspects for maintaining a secure and organized professional office.
• Establishes and maintains a positive rapport with, students, faculty, staff, school administration, and other stakeholders.
• Manages purchasing of supplies for the Student Services Office.
• Manages 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 on behalf of the medical school.

• Associate's degree. Required
• 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. Required
• Or equivalent combination of education and experience. Required

• Superior organizational skills, with the ability to handle many projects/assignments at the same time. Required
• Excellent oral and written communication skills. Required
• The ability to work in a student-centered environment and to express sensitivity towards issues of equity,…