Program Assistant 4 (Psychiatry Clerkship Coordinator)

Department: MED-Psych & Behavioral Science
Salary/Grade: NEX/12

Job Summary

The focus of the Psychiatry Clerkship coordinator position will be organizing and executing a broad variety of administrative processes and activities surrounding the 3rd year Psychiatry Clerkship for the Feinberg School of Medicine. This position is the lead point of contact for the students rotating in the Psychiatry Clerkship and electives.

Tasks include (but are not limited to): coordinating orientations, proctoring exams, accessing databases to create schedules for medical students rotating on the clerkship and scheduling students to rotate at offsite locations. As well as securing space for lectures and organizing documents and paperwork according to existing procedures within the University and department. Prompt communication and collaboration with students and faculty regarding the clerkship is expected. Advanced knowledge of the Office 365 suite is required.

This position may also be asked to provide limited administrative support to other departmental educational programs (Psychiatry residency and fellowship programs) and department activities. This position will report to the Psychiatry Education Manager.

This is a hybrid position (3 days in office) but does have some mandatory days in the office (to proctor exams, or attend certain meetings related to the clerkship)

Specific Responsibilities:

Documents & Databases

• Creates &/or maintains complex spreadsheets &/or databases &/or reports, queries, charts, etc. based on supervisor's information objectives.

Website

• Gathers information regarding programs, events, etc.
• Creates, writes, edits & posts articles, newsletters, program summaries, etc. to website.

Accounting

• Creates & monitors budget statements.
• Verifies that charges are accurate & posted to the appropriate account.

Coordination

• Manages clerkship calendar.
• Manages complex scheduling arrangements involving multiple students and offsite travel
• Sets-up & cancels meetings based on knowledge of subject & attendees.
• Coordinates large scale &/or complex events.
• Ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.

Contacts

• Represents the dept, program or project with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information.
• Responds to unanticipated & complex issues.

Student Services

• Coordinates student recruitment & admissions process.
• Reviews & prioritizes applications.
• Refers students to appropriate resources.
• Counsels students regarding alternatives for course requirements.
• Participates in evaluation of program & curriculum planning.
• Recommends & implements administrative & procedural changes.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 5 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Maintaining confidentiality as required by HIPAA, FERPA and other regulations
• Strong organization skills
• Careful attention to detail and deadlines

Preferred Qualifications: (Education and experience)

• Experience which one or more of the following programs/applications: ERAS, Qualtrics, New Innovations, Zoom, Microsoft 365 suite
• Ability to work independently
• Exceptional interpersonal communication skills
• Well-developed teamwork skills
• Commitment to professional excellence

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge Graduate Medical Education and Medical School Education
• Knowledge of Northwestern University and/or Northwestern Medicine policies and procedures
• Flexibility to manage acute challenges as they arise

Target hiring range for this position will be between $21.48 to 30.21 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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