Medical Student & Administrative Coordinator - Military Veterans

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

• 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

• 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

• 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.

• High school diploma/GED and five (5) years of related office and administrative experience. Coursework in a related field may substitute for some years of experience. Additional skills and knowledge may be required of individual positions.
• 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