Department Coordinator IV, OME Student Services

University of Rochester; United States; On-site; USD 30,000 - 42,000; Full time

Job summary

University of Rochester seeks an administrative professional to coordinate medical student events and support the Offices for Medical Student Education. You will manage budgets, assist with registrar duties, onboarding, and space management, while handling confidential information with discretion.

The role requires strong organizational skills, independence, and the ability to collaborate with deans, faculty, students, and staff across URMC.

Qualifications

• Associate's degree required.
• At least 3 years of administrative/office and/or event planning experience, including 1 year in a position with minimal supervision.

Responsibilities

• Budget management and coordination of existing medical school events (e.g., Student Awards Day, White Coat Ceremony, Fourth Year Dinner Dance, AOA Banquet).
• OME MD Registrar Support: administers state licensing and verification paperwork for the SMD MD program; manages degree verifications, letters, and transcripts for current medical students and graduates.
• OME Administrative Support: serves as central contact for the Offices for Medical Student Education; coordinates onboarding of medical students; manages in-person registration for Medical Student Orientation and a two-week course; oversees locker assignments; reviews room reservations; ensures security and access to managed spaces; coordinates with Facilities and UIT; manages mailboxes and SPOK database; handles expense reimbursements; updates SOPs and communicates with stakeholders; maintains content for communication platforms.

Education

Associate's degree

Job description

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 106 H
• Compensation Range: $21.78 - $30.53

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

This role offers the opportunity to work within an innovative culture that is focused on medical student education and continuous learning. With minimal direction and general guidance from the from the Director, Offices for Medical Student Education (OME), works independently within the University strategic framework to coordinate SMD MD student events, and perform confidential, complex administrative tasks. This position requires a high degree of self-motivation, independent judgment, time management and exceptional communication skills.

This role is multi-project oriented, often with inflexible deadlines. Strong organizational skills and the ability to work under pressure on one or more projects simultaneous are necessary. Quality, accuracy, reliability and consistency are essential.

As a trusted partner in OME, this position has access to privileged information and must be able to maintain confidentiality and exercise discretion in handling sensitive matters. Interacting with state and medical licensing boards, Deans, faculty, medical students, graduates, and staff. Working in a variety of URMC systems in support of medical student access and security.

ESSENTIAL FUNCTIONS

• Budget management and coordination of existing medical school events (examples include Student Awards Day, White Coat Ceremony, Fourth Year Dinner Dance, AOA Banquet). Responsibilities include but are not limited to general budget and project management, developing and disseminating student and faculty communications.
• OME MD Registrar Support
  • 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.
• O ME Administrative Support
  • Serves as central contact person for the Offices for Medical Student Education.
  • Coordinates and assist with onboarding of medical students.
  • Administers in-person registration for Medical Student Orientation and a two-week course offered to incoming medical students.
  • Managing all aspects of medical school locker assignments.
  • Reviews/Approves medical student room reservation requests.
  • Responsible for student security and access to OME managed rooms and SMD educational space.
  • Manages day-to-day issues with Facilities and UIT and environmental services.
  • Assigns and governs the medical student USPS mailboxes.
  • Manages 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.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree. Required
• At 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. Required
• Or equivalent combination of education and experi