Academic Administrator I, OSSEP

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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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.

Responsibilities:

Essential Functions:

Outreach Volunteer Programs

With general guidance from the Associate Director of OSSEP and Director of Medical Student Volunteer Programs, independently administers and coordinates the operational and academic components of the Medical Student Outreach Programs.

• Coordinates and maintains program information, student leadership records, outreach group descriptions, recruitment materials, and website content. Develops and maintains accurate databases to support student participation, program administration, and reporting.

• Serves as a primary liaison among student leaders, faculty, University departments, and community-based organizations. Coordinates meetings and facilitates communication regarding program requirements, policies, procedures, and student participation.

• Manages and maintains student participation records for consideration toward the MD degree with Distinction in Community Service. Ensures accurate and complete documentation of student engagement and program requirements.

• Manages relationships and administrative processes with community-based organizations participating in student outreach activities. Ensures that participating students and organizations comply with applicable University policies, procedures, and requirements.

• Develops, prepares, and monitors program budgets and financial reports for Student Outreach activities. Tracks expenditures and provides budget information to program leadership to support planning and decision-making.

• Coordinates confidential student and program matters, exercising appropriate judgment in the handling and dissemination of sensitive information.

• Communicates academic program information, policies, procedures, deadlines, and operational requirements to students, faculty, departments, and community partners.

• Coordinates procurement of supplies and resources necessary to support student outreach activities.

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Year-Out / Summer Research Programs

With general guidance from the Associate Director of OSSEP and Director of Medical Student Research Programs, independently administers and coordinates the academic and administrative operations of the Year Out and Summer Research Programs.

• Works closely with faculty and program leadership to develop program materials, establish administrative processes, disseminate program information, and resolve issues affecting student and faculty participation.

• Manages the program's Blackboard learning environment and provides training and support to faculty, students, and new users.

• Coordinates and manages confidential research application materials and student records for the Summer and Year Out Research Programs, ensuring the accuracy, integrity, and appropriate security of application and academic program information.

• Coordinates the annual faculty research review process, including recruitment and scheduling of faculty reviewers, preparation and distribution of application materials, management of review committee documentation, and compilation of information required for faculty decision-making.

• Manages student compliance and evaluation processes in MedHub for Year Out students. Maintains accurate student records and prepares recurring reports for program directors to monitor student progress, participation, and program requirements.

• Coordinates the financial administration of student research stipends, including preparation of required information, identification of appropriate funding sources, and accurate assignment of funding to individual student awards.

• Coordinates the collection, review, and publication of student research abstracts and develops the annual Medical Student Abstract Journal.

• Plans and coordinates the Annual Medical Student Poster Session, including student communications, faculty participation, event logistics, program materials, and related administrative activities.

Academic Research Track (ART)

• Administers the Academic Research Track (ART) application, review, and student selection process, including disseminating program information and application materials, collecting and organizing student applications, maintaining application records, and coordinating the review process with faculty and program leadership. Prepares and provides faculty reviewers with the necessary application materials, data, and supporting information to facilitate the evaluation and selection of students. Communicates decisions, program expectations, and next steps to applicants.

• Coordinates and monitors student progress throughout the Academic Research Track, maintaining accurate records of student participation and tracking completion of all required program components and milestones. Monitors completion of required lectures, educational activities, research-related requirements, and other program expectations to ensure students meet all requirements for successful completion of the track. Identifies outstanding requirements, communicates with students regarding deadlines and completion status, and provides faculty and program leadership with updates regarding student progress.

• Administers the ongoing academic and operational components of the ART program, including scheduling and coordinating the lecture series, faculty speakers, meeting facilities, program communications, and student attendance. Maintains program documentation and completion records and supports faculty and program leadership in the ongoing administration and assessment of the program.

• Manages the ART program budget and monitors expenditures. Develops and distributes certificates of completion and maintains accurate student participation and completion records.

International Education Exchange Programs

With general guidance from the Associate Director of OSSEP and Director of Medical Student International Programs, serves as the primary administrator for the Visiting International Student (VIS) Program and coordinates the administration of international clinical education opportunities.

• Coordinates the administrative processes associated with the Visiting International Student Program, serving as a primary liaison among international partner institutions, URSMD faculty, the Registrar, Bursar, Office of Global Engagement, clinical elective coordinators, and other University offices.

• Supports the development, maintenance, and administration of formal educational exchange agreements between URSMD and approved international partner institutions. Coordinates documentation and facilitates communication with the Office of Global Engagement and international partner schools.

• Develops and manages clinical elective schedules for visiting international students in MedSIS. Coordinates with the Registrar, Office of Global Engagement, and elective course directors to ensure appropriate registration, scheduling, and completion of elective requirements.

• Maintains and protects confidential student information in accordance with University policies and applicable requirements governing student records.

• Coordinates the orientation and onboarding of visiting international students, including security badge access, eRecord compliance training, tuition payment processes, and required University documentation.

• Maintains financial records and ledgers for endowment accounts supporting international education programs. Monitors expenditures and provides program directors with current budget information to support financial planning and program administration.

• Coordinates with program directors, the Office of Global Engagement, and International Services Office regarding immigration and visa-related matters affecting visiting international students.

• Maintains current working knowledge of University compliance requirements applicable to visiting students and clinical education, including HIPAA, eRecord requirements, and other institutional policies.

• Coordinates and communicates information regarding New York State and United States government requirements and SEVIS II requirements applicable to visiting international students. Works with appropriate University offices to resolve issues and ensure student compliance throughout the clinical elective experience.

• Coordinates licensure verification requests for visiting international students and ensures required documentation is completed and maintained.

• Communicates international clinical elective opportunities to URSMD medical students and coordinates the application, approval, scheduling, registration, and travel authorization processes in collaboration with appropriate University offices.

 Administrative Responsibilities (25%)

• Serves as a key administrative resource for four Program Directors and independently manages the day-to-day administrative operations of multiple medical student academic enrichment programs.
• Coordinates communications and activities involving students, faculty, University departments, professional organizations, community partners, government and regulatory entities, and international partner institutions.
• Serves as a primary point of contact for students and faculty regarding program requirements, policies, procedures, deadlines, applications, funding opportunities, educational activities, and program participation. Responds to inquiries, resolves routine issues, and escalates complex matters to program leadership or appropriate University offices.
• Develops, implements, and maintains administrative processes and systems to support effective delivery of academic enrichment programs. Identifies operational issues, recommends process improvements, and independently resolves problems within established policies and procedures.
• Manages confidential and time-sensitive student, faculty, program, and financial information. Maintains accurate and complete program records and ensures appropriate handling, security, and dissemination of information.
• Directs and coordinates financial administration for OSSEP programs. Prepares budget information and financial reports, monitors expenditures, reconciles accounts, tracks restricted and endowment funding, and provides program directors with information to support budget planning and financial decision-making.
• Plans, coordinates, and administers annual academic enrichment meetings, faculty advisory boards, research program meetings, community outreach events, student enrichment activities, and other special programs and events.
• Manages program content and communications through Blackboard, program websites, email communications, recruitment materials, and other platforms. Ensures that information provided to students, faculty, and external partners is accurate, timely, and consistent with program policies.
• Maintains and manages databases and reporting systems used to track student participation, academic program activities, funding, evaluations, compliance, and outcomes. Develops reports and provides data to program directors and faculty to support program oversight, assessment, and decision-making.
• Provides oversight and administrative coordination for medical student Community Outreach leadership, including communication, program activities, participation records, and operational support.
• Coordinates procurement and purchasing activities for OSSEP, including supplies, equipment, services, and resources required to support academic programs and student activities.
• Works collaboratively with faculty, administrators, and University offices to implement program initiatives, coordinate academic activities, address student and program needs, and support student success.
• Represents OSSEP in interactions with internal and external stakeholders and establishes effective working relationships with individuals and organizations that support the educational mission of the School of Medicine and Dentistry.
• Performs other duties as assigned.

Minimum Education & Experience:

• Bachelor's degree and 1 year of relevant experience required
• Advising experience and program management in higher education preferred
• Experience with student information systems preferred
• 3 years of relevant administrative experience preferred; Or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

• Leadership and excellent organizational skills required
• Close attention to detail required. Excellent organization and project management skills, with an ability to manage and prioritize multiple projects simultaneously.
• Excellent communication and interpersonal skills preferred, with the aptitude to make independent judgments with minimal supervision.
• Skilled with Microsoft Office software, including Outlook, Word, Excel and PowerPoint, preferred
• Proficient in database management and reporting software preferred
• Ability to maintain confidentiality and privacy; ability to use discretion and sensitivity when interacting with others.
• Advanced administrative skills. Proficiency in Microsoft Office and Adobe Professional; preferred.
• Occasional evening and weekend work.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.