Office Support Associate; U

Description

The employee in this position will provide clerical and technological support to the Office of Education and Curriculum, particularly the Standardized Patient Program. This position requires extensive knowledge in the use of a computer for word processing of tables, memos and letters, minutes, internal and external reports and proposals, as well as maintaining all aspects of the Professional Development Lab and assisting with audio-visual needs for educational lectures.

This position is ON SITE only.

• Keyboards documents such as correspondence, reports, manuscripts, and similar materials with responsibility for determining the format and correcting error in grammar and syntax; transcribing and/or recording narrative material in final form;
• Maintains a calendar(s) for a designated member(s) of the unit staff, scheduling meetings and appointments when given general instruction and making changes as needed;
• Apprises a designated member(s) of the unit staff of upcoming events and gather related information/materials; makes travel arrangements from a predetermined schedule;
• Creates, updates, revises, and retrieves files, records, and department contacts/LISTSERVs, which may involve indexing and cross-filing; responsible for maintaining adequate, accurate, and accessible information, including confidential materials;
• Converts all lecture and exam schedules to PowerPoint documents for display on departmental and auditorium monitors;
• Updates the exam and audio-visual calendars to ensure accurate schedule are maintained for all events;
• Maintains departmental equipment inventory including all computers, printers, scanners, etc. This includes submitting change of location forms and ensuring their filing with Inventory Control, tagging equipment, conducting inventory audits and preparing related reports and submitting to the Business Manager for approval in a timely manner;
• Serves as support for proctoring medical student exams assuring confidentiality and adhering to complex procedures that have a significant impact on student performance;
• Assists with timing of SP simulations and computer lab proctoring;
• Prepare Professional Development Lab (PDL) rooms for all exams, training sessions, workshops and activities. Schedule and conduct regular maintenance of rooms and equipment. Prepare paperwork for repairs and submit for approval. Regularly clean and sanitize all PDL rooms and equipment. Restock PDL room supplies as necessary.
• Monitor scheduling of Education and Curriculum classrooms and training spaces including the South and West Auditoriums, the PDL and the OEC Computer Assessment Laboratory. Direct student, standardized patient, faculty and visitors to specific area. Monitor students and assist with timing of activities.
• Monitor the inventory of supplies and paper stock needed for the department, the PDL, the Year 2 Tutor Rooms, and the Student Business Office. Prepare orders for the restocking of necessary supplies and submit for approval.
• Serve as the backup for the Standardized Patient Program support person completing all necessary tasks and duties in their absence.

• Operate and maintain all instructional communication equipment for the undergraduate medical education curriculum and the department including audio/visual and computer equipment in both auditoriums and the Professional Development Laboratory. Work with Technical Support, department IT liaison and the PDL vendor to identify and resolve any technical issues.
• Maintain all aspects of the Professional Development Laboratory system - including, but not limited to:
  • All Valt system access cards are logged and accounted for
  • Ensure all Learners and Observers are in the Valt system and accurately categorized
  • Video editing
  • All recording schedules are input into the Valt system
  • All recordings are started/stopped properly with long empty spaces edited out
  • Ensure internal server storage space is kept at a maintainable level
  • Perform back up and storage of all recordings per University guidelines
  • All equipment is functioning properly. Contact the appropriate vendor for troubleshooting and resolution of the…