Medical Student & Administrative Coordinator

Position Overview

The Department of Laboratory Medicine and Pathology (LMP) is seeking an individual to serve as lead Medical Student Coordinator as well as support the other educational offices within the department. Candidates should be reliable and able to work both autonomously and collaboratively. The position requires a strong ability to prioritize work, outstanding communication and interpersonal skills, superior attention to detail and follow through, and the ability to multi-task.

This position is based out of Minneapolis, MN and is eligible for hybrid work-from-home and/or on-campus work dependent upon individual performance and organizational need. We retain the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Medical Student Coordination

• Independently serve as the first line of communication for undergraduate and medical students interested in LAMP coursework and serve as liaison between sites, rotations, and students
• Advises all sites of calendars, schedules, and rotations. Keeps abreast of changing policies and communicates changes to affiliated sites
• Manages and monitors evaluation and grading process for all sites and rotations in conjunction with the clerkship directors
• Set up evaluations through MEDtrics and Google forms for course and rotation evaluations
• Manage the Visiting Student Application Process through AAMC's VSLO interface and Smartsheet
• Keep clerkship directors informed on student evaluations of clerkship and faculty
• Review and update course content, schedules, syllabi, and exams in collaboration with the course directors
• Maintain course websites on Canvas leading up to and throughout the semester
• Attend monthly UME coordinator meetings

Administration

• Manage administrative aspects of the graduate medical education (GME) training programs within the department
• Provide reliable support for the Director for Medical School Pathology Education
• Serve as the coordinator for the post-sophomore fellowship and summer internship, managing administrative aspects of the programs such as offer letters, scheduling, and onboarding
• Work alongside the Program Administrator to schedule fellowship interviews
• Manage time-away tracking of trainees, including monitoring balances, tracking days off, and recording them in the Resident Management System (RMS)
• Accurately compile and report data from/to multiple sources to be used for various reports, evaluation committee meetings, and external accrediting bodies
• Collaborate with the Chief Resident(s) to ensure resident didactic sessions are scheduled, faculty receive reminders, and changes are made as-needed
• Create, maintain, and share reference documents such as photo composites, contact lists, and personnel information
• Ensure that all trainees have the access, materials, training, and information they need to be successful upon starting in our programs, and upon graduation, that the trainee is ready to move onto their next endeavor after completing their training
• Evaluates and proposes changes to administrative procedures, workflow, and processes (as necessary) and work to create and maintain a library of processes and job aids to be utilized by current and future faculty, staff and trainees
• Serve as staff person for committees and work groups, as assigned

Financial

• Serve as the point-of-contact for all purchasing-related needs for the education offices. Including, but not limited to, supply ordering, p-card payments, purchase orders, contracts for professional services, and price comparisons
• Act as the internal education finance policy and practice expert when it comes to helping trainees submit their reimbursements, including training on best practices and troubleshooting
• Manage financial job aids and make updates as necessary

Events

• Collaborate with the Program Administrator to conduct program orientation activities for incoming trainees
• Assist faculty mentor and student leaders in the Pathology Student Interest Group by helping to organize group events and activities (booking rooms, ordering food, etc.)
• Act as the lead in coordinating various events throughout the year (e.g., graduation, social events)
• Other duties as assigned.

All required qualifications could be listed on the application materials.

Required Qualifications

• High school diploma/GED and four (4) years of related office and administrative experience. Some training/education beyond high school/GED may be substituted for experience.
• Excellent communication and interpersonal skills
• A highly effective team player, with the ability to also be independently effective
• Extremely organized with attention to detail in a fast-paced multitasking environment
• Customer service experience supporting multiple professionals and interacting with a wide and diverse range of people (e.g., executive leaders, faculty, staff, students, prospective applicants, and external partners from many different backgrounds)
• Applies knowledge of skills to a recurring task or activity with emphasis on precision and timeliness of execution
• Proficient with Microsoft Suite, Google Apps, and Zoom
• Ability to leverage software technology to advance office operations

Preferred Qualifications

• Knowledge of University of Minnesota business procedures and policies
• Experience using Canvas
• Experience using New Innovations and/or MedHub
• Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
• Administrative experience in Graduate Medical Education and/or Undergraduate Medical Education

Pay Range: $24.07 - 35.41/hr; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).