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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:

Under minimal direction and guidance from the Associate Director of Student Support and Enrichment Programs, the OSSEP Administrator manages daily operations of medical student support programs. This role requires independent judgment, decision-making, and initiative, serving as a vital liaison among students, faculty, administration, the Office of Medical Education (OME), national organizations, and other academic institutions. The position emphasizes confidentiality, compliance, program evaluation, significant financial oversight, and effective communication.

ESSENTIAL FUNCTIONS

Student Group Support

+ Establish and maintain processes utilizing Workday, Box, MedSIS, and Blackboard to track and manage compliance and support for medical student affinity groups, wellness initiatives, career counseling programs, interim progress, and logistical matters.

+ Collaborate with the Associate Director of Student Support and Enrichment Programs to implement and support ongoing program evaluation, including event coordination, budgeting, surveys, communication with affinity and identity group leaders, data collection dissemination to senior leadership, and implementation of action-based improvements.

+ Supports the Associate Dean of Student Affairs and the Associate Director of OSSEP with the submission, tracking, implementation, and renewal of grants related to student support initiatives.

+ Manage and track budgets for affinity and identity groups, medical student emergency support, wellness and resilience initiatives, AMA, and AAMC student groups, and career development programs.

+ Process and track reimbursement requests for affinity and identity groups, wellness and resilience programs, AMA, and AAMC activities.

+ Coordinate travel logistics for medical student affinity groups, AAMC, and AMA student travel.

+ Maintain an “open-door” policy to screen, resolve, and direct student questions, problems, and needs, while continuously improving administrative procedures and meeting deadlines.

+ Organize and facilitate student support meetings in collaboration with the Associate Director of Student Support and Enrichment and the Associate Dean for Student Affairs.

+ Build and maintain relationships with academic program directors and departments to support the School of Medicine’s educational mission.

+ Manage the Specialty Advisor Database and coordinate medical student check-in meetings during residency processes.

+ Coordinate and manage the Mock Residency Interview Program.

+ Manage and produce the monthly medical student career counseling newsletter.

+ Coordinate and support the monthly medical student Wellness and Resilience committee meetings and all related activities.

+ Manage and produce the monthly Wellness and Resilience newsletter.

+ Maintain websites related to OSSEP’s student support programs.

Financial Management

+ Partner with the Associate Director of Student Support and Enrichment Programs to manage department finance, including tracking expenditures and reconciling accounts.

+ Collect data and track budgets for grants related to student support. Assist the Associate Director of Student Support and Enrichment and the Associate Dean of Student Affairs submit expenditure and programmatic reports for grant use.

+ Administer medical student gifts, including those for affinity groups, student support, wellness, career counseling, and national organization support (AAMC and AMA).

+ Monitor budget adherence and accuracy through Workday (UR Financials), reconcile monthly ledgers, and analyze financial reports.

+ Prepare purchase justifications, review invoices, requisitions, and supply records.

+ Establish expense distribution guidelines, approve purchases, and manage vendor relations (venues, caterers, etc.) for student events with budget considerations.

+ Process expense reports, procure office supplies, manage purchase orders, and initiate requisitions. Represent the department in obtaining support services as needed.

General Administration

+ Implement procedures to enhance service levels and quality, applying skills in conflict resolution and decision-making.

+ Enforce policies and procedures, schedule and facilitate staff and student meetings as needed.

+ Collaborate with the Associate Director to uphold policies, quality improvement initiatives, safety standards, environmental codes, and financial performance.

+ Develop and maintain written policies, procedures, goals, objectives, and an updated Standard Operating Procedures (SOP) manual for all OSSEP operations.

+ Assess and coordinate needs for facilities, equipment, repairs, supplies, and related items for the program and staff.

+ Accurately complete documentation related to student status changes in collaboration with OME/SMD policy.

+ Ensure compliance with LCME accreditation standards, including student management, confidentiality, conflict of interest policies, and all aspects of program administration.

Perform other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor's degree and 3 years of experience in a business operation or administrative role (preferably academics) required

+ Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

+ Proven ability to work independently with minimal supervision while taking initiative in program management.

+ Strong organizational and time management skills with the ability to manage multiple projects simultaneously

+ Excellent communication and interpersonal skills to effectively engage with diverse stakeholders.

+ High level of discretion and confidentiality when handling sensitive student and programming information.

+ Proficient in Microsoft Office. Proficiency in UR Financials

+ Experience with Workday, MedSIS, Blackboard, or similar systems preferred.

+ Experience in academic, student support, or healthcare education environments

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.