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University of Rochester Administrative Asst - 224920 in Rochester, New York

Administrative Asst

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 Department of Family Medicine


8 AM-4:30 PM


Job Summary:

The AA/Coordinator is responsible for the Family Medicine Medical Student Clerkship as well as all matters of compliance related to UR School of Medicine and Dentistry MD program requirements. This position requires a strong working knowledge of administrative processes as well as sound professional judgment, respectful and professional communication with trainees, co-workers, supervisors and the ability to build positive working relationships with training directors, faculty members, trainees, and coworkers in Family Medicine and other departments and community.

Medical Student Education:

  • With minimal direction, and having authority for the exercise of independent judgment, decision-making and initiative, manage the operations of medical student education. In collaboration with the Family Medicine Clerkship Director, Assistant Clerkship Director, Education Administrator, Program Administrator, and other Program Directors as needed, develop, coordinate, and maintain educational curriculum. Sets priorities and manages the flow of information to ensure access to necessary data, as well as to develop timelines and protocols. Able to work autonomously, be proactive, work well independently, communicate effectively both written and verbal. Specific functions include but are not limited to:

Family Medicine Clerkship:

  • Work closely with the URMC Office of Curriculum & Assessment (OCA), making sure all educational materials are in compliance with the standards of LCME (Liaison Committee on Medical Education)

  • Maintain discretion relative to confidential and sensitive information regarding Americans with Disabilities Act (ADA) accommodations and maintain confidential student records

  • With full knowledge of the URMC MedHub evaluation system, manage and monitor the evaluation process.

  • Function as liaison between faculty, trainees, staff, and students for the coordination of site placement (both onsite and off-site), and scheduling of educational and clinical activities

  • Identify Family Medicine preceptor locations

  • Create / update Blackboard Learn course making sure files are compatible for student / faculty use

  • Create orientation packets; for students including information about preceptor sites, required educational activities. Post all documentation in blackboard

  • Coordinate Orientation date / location

  • Responsible for assuring that medical students’ experiences are in compliance with the requirements for National Board of Medical Examiners (NBME) board examinations. Order, prepare and administer the NMBE Family Medicine subject exam. Download and distribute student score and profile.

  • Independently maintain the MedHub software system to track evaluations, attendance, and other required elements of medical student education

  • Create confidential summary evaluations and distribute grading packets

  • Ensure completion of grade letters within six weeks from the last day o FM clerkship

  • Enter Final grades into URMC MedSIS reporting system


Manage Family medicine Electives for internal and external students

  • Work closely with the Office of the Registrar in creating, updating and scheduling electives. Yearly review and update with directors regarding elective listings and availability

  • Coordinate and schedule the participation of external learners in family medicine electives using the AAMC VSLO (Visiting Student Learning Opportunities) program. Confirm student requirements

  • Function as liaison in coordination of site and faculty availability

  • Create affiliation agreements with national international and local institutions, area private practices and relevant participating external facilities for medical student electives as needed.


  • Provide assistance to our 4th year medical students (visiting 4th year medical students) doing sub-internships in Family Medicine. Create schedules and communicate with students and inpatient preceptors. Send out med Hub evaluations and provide follow-through on MedHub evaluations after their rotation and process grade letters for director and post in Med-Sis.

Family Medicine Interest Group support:

  • Coordinate with Family Medicine Interest Group Leaders (students) for monthly meetings, twice annual evening dinners and spring celebration of FM graduates and their mentors.

  • Coordinate with national AAFP for yearly grant program

  • Monitor banking account and ensure accounting is accurate.

Primary Care Week:

  • Coordinate with the UR Medicine Primary Care Network, department of FM and FMIG leaders to plan and support annual Primary Care Week. This includes reserving rooms, ordering food, securing speakers and schedules.

Required Skills:

  • Excellent self-management

  • Excellent verbal and written communication

  • Significant degree of professionalism

  • Excellent organizational skills

  • Outstanding customer service and team work

Proficiency in:

  • Advanced MS Office skills: Word, Excel, PP

  • BlackboardLearn

  • MedSIS

  • MedHub

  • RedCap

  • NBME administrative platform

  • Aquifer online cases

  • Adobe professional

Minimum Qualifications:

College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

Preferred Qualifications:

Bachelor’s degree with 3 years of relevant experience or equivalent combination of education and experience. Other competencies needed are the ability to plan, implement, analyze programs, think and act independently, work effectively with students, faculty, community preceptors, and other members of the medical education team, communicate and organize effectively in both oral and written form. Requires strong interpersonal and organizational skills, knowledge and experience in program coordination.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled