Department Coordinator IV, OME Student Services

Responsibilities

• Budget management and coordination of existing medical school events.
• Developing and disseminating student and faculty communications.
• 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.
• Serves as central contact person for the Offices for Medical Student Education.
• Captures and coordinates onboarding of medical students.
• Administers in-person registration for Medical Student Orientation and a two-week course offered to incoming medical students.
• Coordinates and assists with medical school locker assignments.
• Reviews/Approves medical student room reservation requests.
• Manages all aspects of 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.
• Manage 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.

Qualifications

• Associate’s degree.
• RequiredAt 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.

Skills

• Superior organizational skills, with the ability to handle many projects/assignments at the same time.
• Excellent oral and written communication skills.
• The ability to work in a student-centered environment and to express sensitivity towards issues of equity, diversity and inclusion.
• Strong attention to detail and ability to prioritize.
• Proficient computer skills including expertise with Microsoft Office, Zoom/virtual conference platforms, interpersonal skills, and customer service skills.
• Practical knowledge and utilization of computer software tools particularly, Box, and Zoom.
• Knowledge of and attention to the federal privacy guidelines set forth in FERPA, (Family Educational Rights and Privacy Act, 20 U.S.C.1232g; 34 CFR Part 99).