Academic Administrator I

Rochester, NY

GENERAL PURPOSE:

With minimal direction, and having authority to exercise independent judgment, decision-making and initiative, manage the operations, compliance, and education activities for the Adult Inpatient Medicine Clerkship, Medicine Acting Internship, Honors Acting Internship, and phase 4 inpatient general internal medicine electives, in the Department of Medicine. Obtain and maintain solid working knowledge of regulations and training requirements related to medical student education in the Department of Medicine. Function as a liaison between medical students, faculty, administration, Office of Medical Education (OME), external agencies and other clinical sites and services within and outside of the URMC system. Maintain discretion relative to confidential and sensitive issues and materials. Ensure compliance with OME and maintain thorough documentation. Participate in ongoing process improvement to enhance the medical student education initiatives in the Department of Medicine. Demonstrate IICARE values in each of the major responsibilities.

JOB DUTIES AND RESPONSIBILITIES:

General Administration of Adult Inpatient Medicine Clerkship:

  • In partnership with Clerkship Director and Associate Directors, develop, coordinate and maintain educational curriculum, including syllabus, teaching materials, and workshops. Recruit, schedule and confirm faculty for instructional activities.

  • Serves as a liaison with the Associate Dean’s and Registrar’s offices, Aquifer, NBME, site coordinators and directors, students, teaching faculty, residency education staff, finance and administration.

  • Identifies, coordinate and manage the site preference selection process for students; develop, coordinate, prepare and deliver monthly schedules and orientation materials for student rotations.

  • Develops, prepare and distribute evaluation reports to grading committee members

  • Oversees student completion of clerkship assignments, including H&Ps, online cases and diagnosis and procedure logs.

  • Assist with preparation of ERAS Department of Medicine letters of recommendation for all medical students applying for residency in Internal Medicine, Preliminary Internal Medicine, and Medicine-Pediatrics (approximately 30-40 letters per year). Provide support to Department of Medicine faculty in with questions regarding the ERAS letter submission process.

  • Drafts and prepare letters of acknowledgement and gratitude for residents and faculty who participate in clerkship teaching activities on behalf of Clerkship Director.

  • Develops and oversee budget and process financial transactions and reimbursements for the Internal Medicine and Med-Peds Student Interest Groups and Medicine Clerkship.

  • In collaboration with the Clerkship and Acting Internship Directors and Student Interest Group officers, maintain the Department of Medicine Student Education website.

  • Maintains active membership and participation in the URMC Course and Clerkship Administrators Group. Maintain active membership in Clerkship Directors in Internal Medicine (CDIM) as the CDIM Education Administrator for the Department. Attend national CDIM meetings to foster and maintain collegial relations with Clerkship Administrators from other institutions and up-to-date clerkship knowledge and skills.

Scheduling Management for Adult Inpatient Medicine Clerkship:

  • Plans, schedules and coordinate workshops, participants, rooms and refreshments for all Clerkship activities (preceptor rounds, ECG workshops, sessions with Department Chair, Aquifer and NBME course exams, grading committee meetings, residency application advising, Internal Medicine and Med-Peds Medical Student Interest Groups, etc.). Coordinate and deliver administrative support to the Medicine Clerkship Director and Associate Directors for activities related to Clerkship and medical student meetings.

  • Plans and coordinate periodic site visits and faculty development sessions at area hospitals.

  • Plans and coordinate morning report and noon conference schedules with the Internal Medicine Residency Program.

  • Develops, manages and monitors the evaluation process for Clerkship (course, faculty and resident evaluations) and ensure the timely reporting of grades. Review evaluations as received and advise Clerkship Director of students, residents, or faculty whose evaluations indicate serious concerns. Run periodic reports of course and faculty evaluations to aid in continual course evaluation and improvement.

  • Oversees and direct coordinators at area hospitals/sites in scheduling of medical students and activities; manage the evaluation process for these activities.

General Administration of Medicine Acting Internship, Honors Acting Internship, and Phase 4 Inpatient General Internal Medicine Electives:

  • In collaboration with Acting Internship Director, develop and deliver educational curriculum, including syllabus, teaching materials, and workshops. Recruit, schedule and confirm faculty for instructional activities.

  • Plans and coordinates morning report and noon conference schedules with the Internal Medicine Residency Program.

  • Coordinates and deliver administrative support to the Acting Internship Director for activities related to the Medicine Acting Internship, Honors Acting Internship, and phase 4 inpatient general internal medicine electives.

  • Serves as a liaison with the Associate Dean’s and Registrar’s offices, Aquifer, site coordinators and directors, students, teaching faculty, residency education staff, finance and administration. Prioritize and address all student and faculty inquiries.

  • Develops, manages and delivers the evaluation process for Acting Internships and phase 4 inpatient general internal medicine electives (course, faculty and resident evaluations) and ensure the timely reporting of grades. Work with the Acting Internship Director to post grades and notify students of postings. Run periodic reports of course and faculty evaluations to aid in continual course evaluation and improvement.

  • Develops, prepares, including deidentification, and distribute evaluation reports to grading committee members.

  • Oversees, plan and coordinate with FF Thompson and Highland Hospitals, as well as other sites at Strong Memorial Hospital, including but not limited to the Wilmot Cancer Center and Heart Center, in scheduling of medical students and activities with respect to Acting Internship; develop, coordinate and manage the evaluation process for these activities; analyze, develop and deliver evaluation reports to Acting Internship Director

  • Develops and oversee budget and process financial transactions and reimbursements for the Medicine Acting Internship, Honors Acting Internship, and phase 4 inpatient general internal medicine electives

  • Assists in maintaining Department of Medicine education website as well as updated medical school policies on course Blackboard sites.

General Administration Requiring In-person Presence:

  • Interfaces with the NBME to coordinate, schedule, administer and proctor confidential, national NBME course exams; post shelf exam scores and grades for review while maintaining confidentiality.

  • Schedules, administers and proctors Aquifer exams for Acting Internships; post grades for review.

  • Attends block orientation sessions

  • Manages and coordinates all aspects of daily office functions (including meetings, conferences, special functions, etc.) outside of primary responsibilities.

  • For Acting Internships, plan, schedule and coordinate workshops, participants, rooms and refreshments for all course activities, including orientation, academic half day mid-rotation feedback, and end of rotation discussion.

  • Coordinates and delivers administrative support to the Clerkship Director and Associate Directors for activities related to the Medicine Clerkship (Schedule mid-clerkship feedback meetings with clerkship students every block, meetings with 4th year students applying for Categorical Medicine, Internal Medicine-Pediatrics, Preliminary Medicine residencies each summer, and meetings with clerkship students who wish to review their final grades with the Clerkship Director).

  • Coordinates and delivers administrative support as needed for additional Department of Medicine Student Education related events, including informational sessions on the Medicine Residency application and interview process, Internal Medicine Bootcamp, and Residents as Teachers Sessions.

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree or an equivalent combination of education and experience required.

  • 1 year of relevant experience in an administrative capacity, or equivalent combination of education and experience required.

  • Leadership and excellent organizational skills; attention to detail required.

  • Writing skills are essential, in addition to strong organizational, interpersonal, technical and computer skills, with the ability to easily learn new software and web-based applications. Must be able to handle multiple competing demands and prioritize on short-term and long-term projects. Must be able to adhere to deadlines in a fast-paced environment. Must possess exceptional judgment and have the ability to proactively resolve problems, recommend and implement essential changes and systems. Must have reliable/efficient transportation required.

  • Experience with student information systems, Microsoft Office software, database management and reporting software preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $20.92 - $29.29 Hourly

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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