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Administrator I - Office of Medical Student Affairs

School, College or Department: School of Medicine - Office of Medical Student Affairs
Date Posted: Date: Tue, 01 Dec 2020 09:55:00 EST
Attachment(s):
Reports To: Director, Office of Medical Student Affairs (MSA)
Status: Full-time
FLSA:
Location: Valhalla, NY

Overview

This position works directly with the Director, Advisory, Associate and Senior Associate Dean(s) for Students. The Office of Medical Student Affairs (MSA) serves over 800 students per annum. This position is integral in the provision of high-level support to the Director and Deans and deals with sensitive and highly confidential matters. The individual must communicate effectively (both in writing and orally) with faculty, staff, students, and clinical affiliates and be highly detail-oriented.   This position reports directly to and works closely with the Director of Student Affairs, and will often times assume duties requiring independent judgment and be accountable for fulfilling critical functions of the job with minimal direction.  The Administrator will be responsible for assisting the Director on special annual events (live and/or virtual) such as the White Coat Ceremony, Commencement, Hooding Ceremony, Match Day, orientation, etc.  The Administrator will provide direct support to the Advisory Dean and Summer Research programs and is the back-up person for ERAS, VSAS, and lottery systems.  This position involves regular interaction with internal offices and external organizations including hospitals and other clerkship sites.  The Administrator is also responsible for assuming the responsibilities or as a back-up in the absence of the Director. 

Responsibilities

  • Assist the Director in the maintenance of external relationships for all clerkships, including but not limited to:  assisting with student on-boarding requirements; housing assignments; LGS and schedule distribution; student eligibility confirmation; quarterly update of site contacts; etc.

  • Work with Student Health office to assist students with all aspects of on-boarding at NYMC as well as clinical rotation sites. Follow-up with students who are out of compliance with OSHA, BLS, net learning, Patient Safety, child abuse requirements, immunization or any other aspect of NYMC Health requirements and assist to bring students into compliance.

  • Assist the Senior Associate Dean, Associate Deans and Director with various confidential student needs, MSPE’s, student evaluations, working closely with the Medical Education Office, Registrar’s Office, Health Services, Information Technology, and external affiliates.
  • Assist the director with various requests; including but not limited to receiving and proper distribution of mail, copying, faxing, emailing, scheduling of conference rooms, contacting various departments, catering orders, ordering supplies, assisting with budgetary items.

  • Formulate and update highly confidential student reports and data for use of the departmental director and deans.

  • Create professional memos and letters to be distributed on behalf of the deans and director to students, staff, and administration.

  • Event coordination for OSA programs including but not limited to: Summer Research, Orientations, Honors Day, Commencement, White Coat Ceremony, Match Day, Career Advisement Workshops, Academic Support Workshops.

  • Upload student documents, certificates, etc., to E-Portfolio, LCMS+/LEO and ERAS.

  • Primary person responsible for scheduling student appointments in Online Calendars for multiple deans, director and confirm the appointments with the students.

  • Primary person responsible for greeting visitors in the OSA and answer heavy volume of telephones with multiple lines and properly construct detailed messages, transfer to voicemail or transfer to a live person upon availability. 

  • Assist with the monitoring and documenting of all Student COVID-related issues; travel requests; notices from Student Health; compliance with NYMC policies; isolation plans and test results.  Oversee and document student random testing results for COVID-19.

  • Primary person responsible to monitor and sort incoming MSASTAFF emails and route accordingly to the appropriate MSA member to address. 

  • Primary person responsible for overseeing all aspects of the House Advisory Dean Program, including but not limited to; schedule of meetings; individual appointments; group meetings; Zoom meetings; maintenance of online schedule for all ten (10) Advisory Houses; reserve rooms for in person meetings; order and set up catering as required.

  • Primary person responsible for office schedules, calendar, recording of meeting minutes, interview space resource management for ERAS interviews.

  • Triaging emails from interested students for Career Specialty Advisors - multi-step process from receiving email from student, researching available specialty advisor, assigning advisor, facilitating communication and distributing handbook. 

  • Share Responsibility with the Project Coordinator and Assistant Director for answering the phones, greeting visitors, scheduling and confirming appointments, distributing mail and other administrative support duties at the request of the deans or director.

  • Primary person for distribution of OSA mass emails to groups, recording of minutes.

  • Other tasks and duties and may be needed in support of MSA matters.

Qualifications

(A) Education requirement:

Bachelor’s degree required or equivalent experience.

(B) Technical/computer skills: Other skills/requirements:

Proficient with computers, internet-savvy, extensive experience with MS Office products including Outlook, Excel, Word with advanced-level capability to create Excel reports and spreadsheets, organize myriads of appointments and travel arrangements, create professional documents, and more;  E-Portfolio, web based systems (Zoom), Bookings, Calendly, Tableau, LCMS+ (LEO), Google Docs, Qualtrics and the ability to learn new programs as needed.

(C) Prior experience:

Must have experience working in a fast paced, collaborative environment and possess the, ability to adapt and address rapidly changing priorities of a professional work environment. Preferably in a college/educational setting, but not required.

(D) Other skills/requirements:

Strong organizational skills; Excellent Communication Skills (oral and written); Excellent judgment; Ability to problem solve and work independently and work well with others (team player); Strong work ethic; Innovative thinker; A person who is highly adaptable and can respond to rapidly changing needs with the ability to shift priorities and workflow as required, multi-task and work in a demanding and at times hectic environment.  Ability to employ discretion when dealing with sensitive student/faculty matters.  Ability to be available to work, as needed during early, late, weekend and/or holiday hours. Availability to be occasionally designated as the “on-Call” individual to monitor MSA messages on weekends/holidays.

Apply for the position of Administrator I - Office of Medical Student Affairs online.

Contact Info

Human Resources Department (914) 594-2800