Administrative Assistant Ii Jobs

Qualifications

Required Qualifications (as evidenced by an attached resume)

High School Diploma/GED. Four (4) years of full-time administrative experience. Experience with Microsoft Office Software and/or Google Docs. Experience with coordinating meetings, managing calendars and/or taking meeting minutes.

Preferred Qualifications

Associate’s degree (foreign equivalent or higher). Experience in an academic setting in the health sciences. Experience with CBase and/or coordinating meetings on virtual platforms (i.e. Zoom). Proofreading and/or editing experience. Experience with School of Medicine practices, policies and procedures.

Position Summary

The Administrative Assistant II will provide administrative support to the Office of Undergraduate Medical Education (UGME) in the Renaissance School of Medicine. The successful incumbent must be dependable and have excellent interpersonal, communication (both written and verbal), organizational, technical and time management skills. The ability to research, analyze and solve problems is essential for the Administrative Assistant II.

Clinical Course Scheduling Coordinator

• Curriculum Support of the following: ACE, TTR, Specialty Courses, Electives, and Selective.
• Work with course directors to review and edit CBase elective information on an annual basis and keep the elective course catalog updated.
• Provide administrative support for the Phase III Committee by managing calendar invitations in Microsoft Outlook, maintaining current rosters, and extensive communication with committee members and taking meeting minutes, disseminating information on tasks and follow up meetings.
• Scheduling meetings and lectures, reserving classrooms, securing AV equipment, validating parking for Adjunct Faculty, processing course paperwork, proctoring Phase III exams, updating Cbase with course materials and final grades and serving as a liaison between students and course directors/deans.
• Manage yearly clinical course registrations for medical students in Phase II and Phase III, which includes all clinical clerkships and advanced clinical courses.

Visiting Student Coordinator

• Review and process visiting student applications through VSLO for clearance to rotate.
• Revise and update the VSLO visiting student catalog annually ensuring elective spots are available in clinical departments.

Scrub Training Coordinator

• Coordinate scrub training for all medical students.

Miscellaneous

• Provide back-up support in the absence of other staff as needed.
• Handle student records such as data entry into our medical student curriculum database (CBase), file confidential student information, and complete other administrative tasks such as compliance, scan and verify student documents and records while complying with FERPA.
• Support large medical student events including Commencement, Match Day, Orientations, White Coat Ceremony, etc.
• Respond to questions and inquiries from faculty, staff, and prospective and current students via email and phone; and, provide reception coverage. Resolve problems or make an appropriate determination for referral.
• Point of contact for Phase I-III student computer access and card access.
• Other duties as assigned. Scribe for Focus Groups, Serves as a National Board of Medical Examiners (NBME) exam proctor.

Special Notes

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Early mornings, evenings and weekends work may be required at times.

For this position, we are unable to sponsor candidates for work visas.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.

In response to the New York State Department of Health (DOH) regulation requiring Hospital and Nursing Home personnel to be fully vaccinated against COVID-19, candidates selected for patient care positions or positions that may come in contact with patients or patient care employees, if not already vaccinated, must be fully vaccinated or obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the DOH vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

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