Project Coordinator UME Student Affairs

Department Overview:

 

Pay Range: $35.46 - $48.68 per hour, Commensurate with Experience

Function/Duties of Position:

• This position works in conjunction with the office specialist from the Provost’s Office, Assistant Dean, UME curriculum, the Provost’s Office, Registrar’s Office, UME Admissions Office, OHSU Transportation and Parking, and other UME CASA members to manage onboarding of incoming medical students, to the Undergraduate Medical Education (UME) Program.  This includes ensuring all incoming students have met requirements for matriculation and that all student records are established and in compliance. Maintaining accurate and up-to-date internal and external websites related to onboarding/incoming student issues.
• Provides administrative management for the Medical Student Progress Board, working closely with the associate dean for UME and MSPB committee. This includes creating meeting materials (agendas, student packets, etc.), taking votes, reporting outcomes, and creating written contractual letters for students.  Other responsibilities involve follow-through to ensure all recommended actions are reflected, communicated, and executed by all parties and stakeholders.  This position is responsible for fully understanding all policies and procedures as stated in the medical student handbook and ensuring that these rules are accurately executed. Creates and maintains academic status reports for leaves, extensions, probation, and other disciplinary actions, using judgment to contact appropriate authorities at OHSU (Financial Aid, Registrar, Legal Affairs, etc.).
• Independently manages UME portion of the annual SoM Honors & Awards (H&A) Ceremony.  This includes managing all aspects regarding determination of award winners, ensuring monetary compensation is distributed to awardees, maintaining accurate records of award purposes, past awardees, and funds tied to each award, working with Dean’s Office Communications to produce award program and managing all other tasks necessary to ensuring a successful event.  Responsibilities also include creating, sending, and tallying surveys, communicating with various internal and external stakeholders, committees, and subcommittees, and maintaining accurate records regarding SoM awards. Staffs H&A Committee. 
• Independently responsible for tracking all UME students’ status and progress, to include professionalism concerns, academic progress, licensing examinations, leaves of absence, academic program tracks (such as MPH, Path, PhD, Physician-Scientist, etc.), MSPB tracking, course failure, USMLE scores, expected and actual graduation dates, student probations, compliance such as BLS, and all other off-cycle actions or statuses. Disseminates information to relevant stakeholders as needed. Updates email groups in learning management system. Works closely with director, UME, SoM IT team, program tech, and other CASA team members to establish necessary database(s) for tracking purposes. Produces data relevant to students and student affairs.
• Management of the School of Medicine Scholarship Program. This involves: 
  • Coordinate the SoM Scholarship Committee.
  • Participate in the Swindells Scholarship Committee. 
  • Administrative management and distribution of all School of Medicine scholarships. Point person on SoM scholarship availability, terms and conditions of each (i.e. student eligibility, etc.) and ensuring distribution of letters on a timely basis to maximize recruitment efforts.
  • Incorporate scholarship information into student tracking system and maintain tracking and reporting systems for all SoM scholarships and recipients.
  • Liaison for SoM with Scholarship Committee, Registrar/Financial Aid Office, OHSU Foundation, Center for Diversity & Inclusion, Swindells Family representative, and UME Admissions.
  • Ensure policies and guidelines are being met, consistent and coordinated language aligned with each scholarship and timely notification to all interested parties.
  • Maintain accurate and up-to-date internal and external websites related to scholarships.
• Responsible for updating tort letters, providing various letters to students as requested, and producing stats regarding Match results.
• Responsible for updating internal and external websites as well as the medical student handbook related to scholarships and onboarding/incoming student.   
• Responsible for course management of the Transition to Medical School (TTMS) course. Works in collaboration with the director for the TTMS course, to ensure everything runs smoothly. Responsibilities include coordinating with the faculty, deans, students, and administration to set the overall course structure and objectives, ensures that the program meets all compliance standards required, and designs and monitors this course’s student portal website and Sakai website.
• Other duties as assigned by the Assistant Dean, UME Curriculum and UME leadership. To include proctoring of exams. 

Required Qualifications:

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program;
• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.
  • Note: there is no substitution for the two years of administrative experience.
• Previous experience working with students and faculty in a higher education system.
• Previous experience working in an administrative capacity within a higher education system.
• Previous work experience with databases. 
• Excellent interpersonal skills, initiative and the ability to work with diverse groups; students, faculty, staff, IT group.
• Successful demonstration of positive teamwork attitude.  Ability to work effectively as a team member.
• Well-versed and developed technology skills.
• Excellent written communication skills.
• Demonstrated successful independent work experience, knowledge and understanding of databases and database management.
• Demonstrated successful independent work experience with advanced-level Microsoft Word, PowerPoint, and Excel.
• Demonstrated professionalism and integrity.
• Successful demonstration of effectively working with complex processes.
• Ability to take initiative and ownership of responsibilities.
• Excellent forecasting, analytical, critical thinking, and problem-solving skills.
• Excellent attention to detail; successful demonstration of experience working independently in detail-oriented capacity with proven record of accuracy.
• Ability to remain calm and patient in the face of competing demands.
• Excellent organizational skills; demonstrated ability to be self-directed, set own work priorities and take initiative.
• Demonstrated ability to multi-task in a fast-paced environment.
• Demonstrated ability to be flexible regarding job assignments and support for other co-workers as needed.
• Demonstrable record of reliable attendance, punctuality, and successful performance with past and present employer.

Preferred Qualifications:

• Bachelor’s Degree

• Experience working in an undergraduate or graduate medical education system.
• Working knowledge of academic software and systems including SIS Banner, REDEI, online course management systems (SAKAI), Qualtrics, and evaluation systems.

Additional Details:

Office setting; flexible working hours between 8:00 am – 7:00 pm Monday through Friday. Must be able to work evening hours. Must be able to work one weekend per calendar year. Must be able to multi-task in a fast-paced work environment with high traffic of students, faculty, and general public.

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.