Administrative Assistant, OMSEP

Rochester, NY


With minimal direction from the Program Directors this position serves as the principal program manager for the Office of Medical Student Enrichment Programs (OMSEP). With considerable latitude for exercise of independent judgment, manages the Outreach Volunteer, Year-out/Summer Research and the International Education Exchange Programs. This position is multi-project oriented, often with inflexible deadlines, and requires strong organizational skills with the ability to work under pressure on one or more projects simultaneously.


Outreach Volunteer Programs

With general guidance from the Career Counseling, Wellness Programs and the Office of Medical Student Enrichment Programs and the Director of Medical Student Volunteer Programs, tracks student participation in volunteer activities for consideration for an MD degree with Distinction in Community Service. This position also manages partnerships with community-based organizations to ensure participating students are in compliance with University policy and regulations.

Tracks and manages multiple ledgers, budgets, payment of invoices and expense reimbursements.

Year-Out / Summer Research Programs

With general guidance from the Director Career Counseling, Wellness Programs and the Office of Medical Student Enrichment Programs and the Director of Medical Student Research Programs, coordinates the electronic application process for the summer and year-out application process for URSMD medical students.

  • Oversees year-out student compliance and manages evaluations for year-out students. (15%)

  • Manages student expense accounts, 506 form process for year-out and summer stipends. (5%)

  • Manages the planning and execution of the annual poster session and Abstract Journal. (10%)

  • Maintains database of student participation and research projects.

International Education Exchange Programs

With general guidance from the Director, Office for Learner Inclusion Culture, Wellness and Career Counseling and the Director of Medical Student International Programs manages all aspects of the Visiting International Student Program (VIS).

  • With guidance from the Director of Medical Student International Programs works with the University’s Office of Global Engagement in the management and updates agreements between URSMD and approved international exchange schools. Represents OMSEP with international exchange coordinators at partnering universities, URSMD Registrar, Bursar, Office of Global Engagement, clinical elective coordinators, and faculty in developing program ideas and best practices. (5%)

  • Develops course schedules for visiting international students, coordinating with the URSMD Registrar, Office of Global Engagement and Elective Course Directors to ensure students are meeting elective requirements. (15%)

  • Monitors budgets form endowment accounts that support the international programs. Manage VIS immigration issues. (5%)

  • Develops and maintains on-going working knowledge of University compliance requirements: HIPAA, e-Records, etc. Communicate information; resolve problems/issues and New York State and United States Government visa requirements and student SEVIS II requirements to ensure that all international visiting students remain compliant while doing clinical electives at URSM&D and the Medical Center. (5%)

Administrative Responsibilities

  • Provides the Medical Student Enrichment Programs (OMSEP) Directors with administrative support surrounding interactions with students, faculty, public relations, government officials, professional organizations, community partners, and international partners relaying the Director’s instructions, preferences and concerns, and obtaining reports or recommendations.

  • Manages budget reconciliation, OMSEP expenditures and account balances

  • Plans and administers annual meetings such as but not limited to: Research, and Community Faculty Advisory Boards; Summer and Year-out Research Meeting, Annual Community Outreach Fair, and special events.

  • Maintains content on OMSEP website.

  • Provides supervision of student employees.

Other duties as assigned


  • College graduation required

  • 1 year of relevant administrative experience required;

  • Or equivalent combination of education and experience required.

  • Experience managing successful diversity initiatives.

  • Advanced administrative skills. Proficiency in Microsoft Office and Adobe Professional required.

  • Excellent oral and written communication skills, including interpersonal skills, with the aptitude to make independent judgments with minimal supervision required.

  • Excellent organization and project management skills, with an ability to manage and prioritize multiple projects simultaneously and with keen attention to detail required.

  • Ability to maintain confidentiality and privacy; ability to use discretion and sensitivity when interacting with others required.

  • Ability to plan, implement, and analyze programs required.

  • Occasional evening and weekend work required.

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

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8:00 AM - 4:30 PM; OCC WKNDS