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As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400169 Offices for Medical Education

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108 H

Compensation Range:

$24.91 - $34.87

_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._

Responsibilities:

GENERAL PURPOSE

With minimal direction from the Director and Associate Director of the MD/PhD Program, with general guidance regarding admissions policy and procedures from the Senior Associate Dean and Director of Medical School Admissions, manage all operations for the program. Demonstrating authority for the exercise of independent judgment, decision-making and initiative, function as manager and liaison between students, faculty, administration, Office of Medical Education (OME), external agencies and other institutions. Maintain discretion relative to confidential and sensitive program issues. Ensure compliance by maintaining thorough documentation of individual trainees and program files. Utilize time management and organizational skills to manage multiple deadline-driven projects and events simultaneously throughout the academic year.

ESSENTIAL FUNCTIONS

Academic Program Operations and Reporting:

+ Establishes processes and working knowledge of MedHub, MedSIS and Blackboard to successfully track/manage compliance of academic curriculum, mandatory program requirements, interim progress, and other logistical matters.

+ Works in partnership with the Warner School of Education to support the ongoing program evaluation plan.

+ Responsibilities include coordinating and implementing focus groups, surveys, and interviews; maintaining regular communication with the evaluation team; applying action-based changes based on evaluation reports; and disseminating data to students and relevant committees.

+ Schedules and facilitates Longitudinal Rounds course with Associate Director, held monthly.

+ Ensures course requirements and evaluations are met by all students and participating preceptors.

+ Demonstrates an “open-door” policy in an effort to screen, resolve, and direct resolution of questions, problems, and needs.

+ Continually examines and improves administrative procedures fully accepting all responsibilities and meeting deadlines.

+ Manages and prepares meetings of the MSTP Internal Advisory Board on a biannual basis.

+ Creates relationships and maintains effective communication with academic program directors and related departments to advance the education mission of the SMD.

+ Participates in AAMC/GREAT Group MD-PhD Section national conferences to stay abreast of best practices.

+ Oversees delegation of student-led subcommittees to ensure all responsibilities are carried out.

Financial

+ In collaboration with the Director, assumes responsibility for department finances.

+ Directs development of annual budgets, including administrative budget, training grant expenses, salaries and benefits, student tuition, stipend, and fees, and other miscellaneous accounts.

+ Effectively oversees accounts within budgeted parameters.

+ Monitor account activity and responsible for accuracy and reconciliation of monthly ledgers utilizing Workday (UR Financials).

+ Analyzes, reviews and distributes financial reports.

+ Prepares justifications for purchases.

+ Establishes guidelines for distribution of expenses.

+ Reviews and approves payroll and personnel actions, invoices, requisitions and supply records.

+ Makes decisions regarding vendors for purchase, event venues, caterers, etc. with budget in mind.

+ Advises student council of budgeted allowance for social, recruiting, seminars, and various student-led events.

+ Generates and updates annual appointment and termination paperwork for all MSTP students, including stipend, tuition, F30/F31 student grants, fees, and additional information required by the Bursar, Human Resources and the SMD.

+ Completes and processes expense reports and procures office supplies and recruitment materials.

+ Manages and tracks purchase orders. Initiates requisitions and represents the department in obtaining any support services.

Grant Management

+ Assists Director (Principal Investigator) in the preparation of applications and renewal(s) for NIH-sponsored training grant for a term of five (5) years.

+ Manages the appointment, termination, and other necessary paperwork for trainees appointed to training grant through the eRA Commons website.

+ Creates annual progress report, reconciles monthly expenditures, monitor monthly direct costs including student stipend, tuition and fees.

+ Responsible for annual closeout of T32; works with ORACS accounting to ensure all annual charges, expenses and amounts are balanced and matching with the NIH-reported figures.

+ Keeps informed on NIH-related changes in compliance, annual rates for student tuition, stipend, fees and other grant-allowable expenditures. Inform Director of any policy changes or additional required documentation.

+ Ensures that all grant-related submissions, reports and documentation are submitted in a timely manner with appropriate information, attachments, budgets, and within sponsor specified formats.

Recruitment

+ With attention to streamlining operations and utilizing technology, manages the application, inquiry and interview process for MSTP applicants.

+ Supports Program Director in screening and evaluation of summer program applications according to program quality indicators and determine candidate eligibility.

+ Create and distribute quantitative and qualitative reports to guide in the review process.

+ In collaboration with MSTP Department Coordinator, plans, organizs and manages recruitment events, including interviews, recruitment travel, social events and meals.

+ Obtains and maintains “expert level” knowledge of the Application Management Program (AMP), Slate (Summer Scholars applications) and AAMC web-based resources.

+ Stay abreast of changes to AAMC practices and report to the Program Director(s) the impact of those changes on application process and recruitment.

+ Maintains departmental website as well as student and event database to ensure that prospective applicants have access to the most up-to-date policies and admissions procedures.

+ Travels to national recruitment fairs as program representative, providing information to prospective applicants.

+ Prepares reports and analyze admissions-related statistical data for MSTP applicants and summer program.

+ Provide requested reports and figures to the Dean of the School of Medicine, Senior Associate Dean(s), Director of Medical School Admissions and others as requested

General Administration:

+ Supervises the overall administrative operation of the MSTP. Serves as principal liaison and senior administrative representative for MSTP.

+ Implements procedures for enhancing levels of service and quality. Demonstrates skill in resolving difficult circumstances, conflict resolution, and decision-making.

+ Implements and enforces policies and procedures. Develops guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying processes as necessary.

+ Schedules and facilitates regular meetings with staff and students (as needed). In collaboration with Director, directly monitors the work of staff and students to ensure accuracy and compliance.

+ Supports and upholds policies, procedures, objectives, quality improvement, safety, environmental codes and requirements, and financial performance.

+ Develop and maintain written policies, procedures, goals and objectives, and maintain MSTP Student Handbook.

+ Composes correspondence on policy or other substantive matters.

+ Organize, schedule and publicize any inclusive MSTP conference or event.

+ Oversee participation, compliance and attendance; produce, analyze and convey results of summary reports to Director(s) that measure quality and effectiveness of program.

+ Compile, edit and verify data for reports, surveys, correspondence, marketing, meetings and other purposes.

+ Archival of data and correspondence in an organized fashion.

+ Routine interaction via written and phone communication with internal personnel and prospective applicants.

+ Determines need for facilities, equipment, repairs, supplies and related items for program and support staff.

+ Maintain alumni data base, reporting and public outcomes dissemination.

+ Responsible for data integrity and maintenance.

+ Assumes any related job duties of MSTP in absence of Administrative Assistant.

Human Resources and Compliance

+ Responsible for recruiting, hiring, orientation, training, development and timely evaluation of program administrative staff member.

+ Attends in-service and other mandatory training sessions, including CLASP certification requirements.

+ Promptly and accurately completes required documentation related to staff, orientations, terminations, and other status changes in collaboration with OME/SMD policy.

+ Ensures annual staff mandatory training are completed. Ensures adherence to policies and procedures.

+ Manages and approves staff requests for time off and overtime in a fair and consistent manner.

+ Generates and reviews, approves and monitors all payroll and disability for staff through HRMS.

+ Counsels staff, acts on matters of discipline, promotion, salary and other matters.

+ Establishes performance improvement goals for the office staff, in alignment with goals and objectives of the program.

+ Create, manage, process and track required forms and documentation (including but not limited to licenses, passports, residency documentation, applications, verifications, letters of recommendation, PAFs, leave of absence, verifications, publications, health compliance, etc.).

+ Ensures LCME accreditation standards being met via course curriculum, student management, confidentiality and conflict of interest policies, and all aspects of program management

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

+ Graduation from college or an equivalent combination of experience and training or equivalent combination of education and experience. Required

+ 3 years of related work experience, preferably in academics, or an equivalent combination of training and experience. Required

KNOWLEDGE, SKILLS AND ABILITIES

+ Proficient in Microsoft Office. Proficiency in UR Financials

+ Ability to learn new software and web-based applications quickly and effectively. Preferred

+ Excellent interpersonal communication skills and ability to interact effectively with senior administrators, faculty, staff and students in a professional and respectful manner. Preferred

+ Proven ability to organize and prioritize with attention to detail. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Preferred

+ Works collaboratively and maintains confidentiality of information at all times. Preferred

+ Must possess exceptional judgement and have the ability to proactively resolve problems, recommend and implement essential changes and systems. Preferred

+ Excellent oral and written communication skills. Preferred

+ Experience in grant preparation/management assistance is preferred.

LICENSES AND CERTIFICATIONS

+ CLASP Certification required within 1 year of appointment. Preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.