University of Rochester Secretary IV - 223497 in Rochester, New York
School of Medicine & Dentistry
Full Time 40 hours Grade 009 Offices for Medical Education
8 AM-4:30 PM
With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced administrative skills in support of the educational and recruitment activities in the Office of Admissions.
Is knowledgeable with regard to medical school application requirements, procedures and regulations. Has significant personal contact with potential applicants, students, faculty and staff in imparting this knowledge. Able to effectively interact with applicants, faculty and students to build and foster relationships. Ability to understand physical plant layout to assist visitors, faculty and students with directions. Able to integrate seamlessly with the IT needs of the medical school, using the current operating systems and scheduling software. This position requires a facile understanding of social media and ability to connect with applicants and students on a technical and social media platform. It includes creating and supporting our virtual second look and organizing “pop up cafes” where our applicants (who have not stepped foot on on campus) meet our current students through shared interests and hobbies. Is responsible for all material productions, i.e. informational guides, office procedure manual, interviewer guidelines, interviewee information, PR materials, etc. Responsibilities include calendar management, telephone triaging and management, and information/data support. Supports and assists with day-to-day activities, exercising independent judgment and creativity. Serves as back-up to Coordinator as needed.
Essential to the job are strong interpersonal, organizational, written and communication skills. Ensures that all functions are completed in an accurate, efficient and customer friendly manner. Must be able to interact positively with visitors, faculty, students, staff and applicants, in a setting that requires teamwork, cooperation, discretion and confidentiality. Ability to efficiently prioritize assignments, work independently, proactively resolve problems and handle day to day customer service issues; multi-tasking required.
Systems and Equipment Used:
Operates Macintosh (Word, Excel, Access, PowerPoint), AMP-Admissions Management Program, MedSIS, UR Financials, Adobe Acrobat Pro and Xerox Work Center, Kentico, Google Forms and Documents
Supervision and Direction:
Receives direction from the Coordinator and Director of Admissions. Performs with a great deal of latitude for initiative and judgment and has significant knowledge of departmental administrative procedures and details.
Interview Scheduling and Coordination of Interview Day:
Extensive communication with applicants, faculty, students, and others regarding application to medical school. Accurately communicate to applicants Rochester’s pre-medical requirements and application requirements via writing, by telephone, and electronically. Interacts effectively in carrying out these responsibilities, presenting a friendly, positive image for the Admissions Office.
Coordinates scheduling of 600-650 MD program applicants interviewing each year (approximately 1,200-1,800 interviews annually), utilizing knowledge gained about our interviewers to optimally match with our interviewing applicants; assists faculty with on-line scheduling of availability; and develops interview day schedules. Notifies interviewers in advance, via program, of their applicant and provides daily schedules to appropriate personnel. Manages or resolves various scheduling/coordination issues while answering questions as needed.
Works with other administrators and CEL to reserve rooms for interview use for off-site faculty and student interviewers
Serves as primary contact for management of office locations/scheduling for off-site faculty, making sure that space is clean and orderly. Ensures compliance with applicable regulations and Medical Center policies.
Responsible for overseeing the interviewees’ day, trouble-shooting problems when necessary (late arrivals, no-shows, cancellations, etc.) Arranges for medical students to lead a tour and have lunch with applicants. Orders and coordinates lunch for interviewees and students.
Recruit, oversee, and assist in training student tour guides. Trouble shoot as needed.
Assembles interview day materials, which includes: iPad attestations, applicant schedules, information about the medical school (Fact Sheet), and information about the Rochester community including 24 Hours in Rochester Guide for overnight stay applicants.
Warmly greets medical school applicants, helping orient them to the Medical Center. Service hospitality cart.
Admissions Committee Support:
Order lunch/refreshments for meetings (3-4 meetings/mo)
Set-up meeting room, arranging laptop computers, Zoom connection
Clean-up after committee meetings
Create the applicant folders following committee meetings
Serves as Receptionist and front face of the University for applicants and visitors to the Medical Center. Consequently, it is critical to be welcoming and maintain a neat and organized environment conducive to visitors, applicants, faculty, staff and students.
Answers and triages all calls for the Office between 8:00 am – 4:30 pm, using independent judgment and decision-making skills. This requires patience and an understanding of MD Admissions, Offices for Medical Education, Medical Center and University organization. Ability to place conference calls, set-up video conferencing, forward calls, transfer calls and place voice mail messages.
Provide support for Associate Dean of Admissions, handle calendar, travel arrangements, compose routine correspondence.
Responsible for office mail distribution. Open and date stamp Admissions’ office mail, which involves confidential material. Responsible for FedEx mailings as requested.
Coordinates maintenance of applicant records, including applicant updates, scanning of documents, filing and tracking additional documents submitted for an applicant’s electronic file. Ensures accuracy and timeliness of all written materials, including interview notes, correspondence, and business correspondence.
Processes University forms including but not limited to: Request for Payment, Employee Expense Report, 312 Requisitions, Journal Entry through UR Financials. Display fiscal responsibility when ordering and tracking office supplies through appropriate contract vendor (Staples, Dupli, Copy Center). Maintains contracts and equipment. Meet with vendors as needed to obtain equipment information and quotes. Works with Purchasing to ensure compliance with approved vendors and review of contracts.
Enters fiscal data into UR GEMS system for proactive account projections. Assists Director in researching and resolving account related issues.
Assists in preparation of departmental presentations using Power Point. Creates spreadsheets upon the request of Coordinator/Director/Associate Dean, containing information gathered from surveys, questionnaires, etc. using extensive Excel functions, such as charting, formulas, etc.
Maintains conference room scheduling for the Student Lounge, and the Applicant Lounge.
Performs other duties as assigned, including special project support.
Social Media/Admissions Web Presence:
With guidance from Coordinator/Director/Associate Dean, utilizes social media platforms which include, but are not limited to, Facebook, Twitter, Snapchat and Instagram to communicate new developments, medical student life and notes of interest to current and future applicants. Keep apprised of social media trends. Works closely with student social media chairs.
Maintains interviewer information, student contact list, student host list, travel information, maps, and accommodation options.
Initiates monthly Admissions website updates. This requires review of University news sites, medical center publications, student activities, etc. Create short educational contributions.
Meliora Professional Development course Coordinator:
Coordinate 2-week course, Meliora Professional Development for incoming medical students. This involves arranging rooms for all sessions, confirming faculty, and arranging social events that are part of course. Also distribute, collect and chart results for pre- and post-survey. Correspond with students regarding course expectations, registration and follow-up.
Coordinate optional events for incoming medical students with medical humanities.
Education: 2 years of post-high school and at least 3 years of administrative experience, including 1 year in a position which demonstrated the ability to work with minimum supervision. Technical: Advanced administrative skills. Candidate must demonstrate proficiency in MS Word, PowerPoint and Excel spreadsheets and charting. Proficiency with social media required.
Excellent communication skills, including direct interpersonal skills and strong writing capability
Excellent organization, project management, and proofreading skills, with an ability to manage and prioritize multiple projects simultaneously, with keen attention to detail
Position requires sensitivity to applicant privacy; discretion and confidentiality.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
University of Rochester
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