Job Family: Administrative Services
Contribute to the success of a project, program, unit, department or college by providing administrative services through the coordination and support of operations and/or organization by planning, directing, and evaluating operations. Examples of programs and services this position will support include Admissions Interview program support, Medical Student Research Program, and Global Programs support.
Key Areas of Responsibility (KARs):
Operational Support and Management:
Enhance and Support coordination of admission interviews, student research and global programs.
Enhance and Support coordination of student research to engage in the importance of research in their medical education.
Enhance and Support of global programs, oversee student scholarship and clerkship applications, and assist with travel and insurance needs.
Assist with administration, supervision and training for areas of involvement.
Establish and maintain relationships with Faculty to provide a positive interview experience in a warm and welcoming atmosphere.
Prepare and administer correspondence pertaining to admissions interviews, student research and global programs. Serve as primary contact for students concerning areas of responsibilities.
Financial Responsibility/Human Resources:
Initiate purchasing requests for supplies and equipment and initiate Human Resources transactions for research fellowships and travel reimbursements as required.
Characteristic Duties of the position:
Coordinate the medical school admission interviews; recruitment of faculty to conduct interviews, including training of new faculty to participate in the interviews. Prepare training materials. Schedule and confirm dates of interviews.
Prepare on-line Interview Program; enter training date/times and interview dates/times.
Schedule interview days per interviewer, prepare and send confirmation letter. Email reminder to interviewer's 2-3 days in advance of their scheduled interview day.
Prepare informational documents distributed to applicants on day of interview.
Prepare interview day documents including applicant itinerary, nametag, interview schedule by room, and folder for interview packet with day's schedule for each interviewer.
Greet applicants on arrival, distribute packets and direct them to the conference room. For qualified applicants, inform them of offered travel stipend and how to complete and submit paperwork for reimbursement.
Greet faculty as they arrive to conduct interviews, distribute their folder, offer refreshments, and direct them to the designated interview room.
Collect and process interview score packets to the on-line interview system.
Enter faculty hours into Participation Database each interview day.
Provide assistance with Admissions unit special programs and orientation.
Provide front office reception, calendar scheduling for Program Director and/or Administrative Project Coordinator.
Respond to student inquiries regarding global program; scholarship and or clerkship applications.
Support special events; logistical planning and food ordering.
Oversee the global program lending library; check out books to students, track book returns monthly, contact student as necessary. Stamp new books with "Property of Global Programs" stamp as added.
Set-up trips on Pro-Trav system for program director. Process travel expense vouchers for reimbursement of expenses.
Provide oversight of global emergency medical kits including packaging new kits in vacuum sealed packets, track distribution and return of kits to/from student on global clerkships. Review monthly and contact student when date of return has passed and kit is not returned. Work with Project Coordinator when drug expiration requires new drug order.
Request UID number for visiting international students from UIHC Human Resources for Registrar to set-up access to systems they will be working with in clinics. Lend out white coat on arrival. Maintain white coat supply for sizes and laundering.
Reserve classrooms for 4 global classes, prepare photo sheet of enrollees before first session, prepare attendance sheet for each class weekly, record attendance following class.
Enter instructor hours to Participation Database for each class.
Process Global scholarship applications as received. Prepare labeled folder per application, save application and all recommendations as Adobe file on S: drive, in proper folder by year. Email student when file is complete or for outstanding documentation.
Set-up interviews with Selection Committee to meet with applicants. When needed, work with IT for video conference interview for those students off campus.
Prepare labeled folder for each global clerkship application, save each application as Adobe file on the S; Drive in proper folder by year. Track that all required documents have been received and schedule student to meet with program director for approval and registration of clerkship.
Email students traveling abroad that require insurance to the International Programs office for processing with dates of travel, scanned passport/visa, and Student Travel Abroad Registration form attached.
Provide operational support for NIH Research Training Grant.
Initiate ~60 HR appointment transactions in HRIS funded by College of Medicine and 32 appointments in eRA Commons system funded by NIH Grant.
Initiate 32 terminations in eRA Commons system for students funded from NIH Grant in August.
Initiate Special Compensation Prior Approval and payment paperwork on HRIS for 4 faculty that teach the ethics classes to summer student research group.
Coordinate Student Research Day; prepare Blue Reqs for poster board rental, deposit for banquet venue, meals and signage. Reserve rooms for oral presentations, reserve atrium for poster presentations, and auditorium for special speaker. Contract with caterers for 3 meals and venue for awards banquet.
Produce the day's program book and abstract book of ~112 abstracts, and approximately 20 award certificates to be presented at research banquet.
Other duties as assigned.