Administrative Assistant
University of North Dakota

Salary/Position Classification

• $45,400+/Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

In this pivotal role, you will play a crucial part in ensuring the seamless coordination, organization, and data management of electives, and clinical clerkships associateted with the Northeast Campus. Your exceptional organizational skills and ability to multitask will be invaluable as you navigate the complexities of scheduling, record-keeping, and facilitating a smooth learning experience for our students.

Duties & Responsibilities

• Coordinate Phase II (third-year) clinical clerkships and activities associated with the Northeast Campus
  • Assist clerkship directors and departments in preparing and maintaining the clerkship schedules. Contact preceptors before clerkship begins to create the students schedules.
  • Work closely with departments in setting up meetings and other clerkship requirements, such as SHaPE or Epidemiology, etc., (IVN or IP) for lectures throughout the clerkship.
  • Prepare clerkship materials for students. Distribute to students as they progress through the clerkships.
  • Reserve room and laptops for National Board Subject exams at beginning of each clerkship. Proctor the exams as scheduled on the last day of each clerkship
  • Input, maintain, and generate appropriate clerkship evaluations to make sure the evaluations are completed and returned in a timely fashion
    
    
• Coordination of the Phase III (fourth-year) medical students schedules for the Northeast Campus
  • Coordinate incoming GF Campus Year 04 student meeting for their senior year for initial scheduling of electives.
  • Complete and distribute schedules to preceptors and clinical departments for approval.
  • Maintain the elective schedule and update as changes occur, providing technical assistance and direction with accurate information.
  • Assist with keeping community physicians advised of schedule change requests as they occur in a timely and accurate manner.
  • Input, maintain, and generate appropriate evaluations to make sure the evaluations are completed and returned in a timely fashion.
  • Assist with coordination of Match Day activities.
  • Assist with preparation of agendas/materials and attend student meetings throughout the year, including Orientation for incoming Year 03 and 04 GF Campus students.
  • Assist Dean's office with medical school functions such as graduation activities.
  • Provide administrative support for the Grand Forks campus based fourth year electives/AIs.
    
    
• Provide Department Support to NE Campus
  • Compliance guidelines for health care facilities and LCME for medical students.
  • Manage and maintain all MN Background check information for all medical students on all campuses.
  • Manage and maintain VSAS requirements for all requested away electives.
  • Maintain and provide all student file information, such as immunizations, background checks, etc., to health care facilities to meet their guidelines as well as the schools, states, etc.
  • Schedule picture composites, secondary computer profiles for exams, etc. for Years 01 and 02 students for third year.
  • Backup for attending monthly Campus Deans meetings and assisting with minutes.
  • Maintain inventory spreadsheets and conduct annual minor and major equipment inventory.
  • Work with SMHS records management to maintain Versatile filing system for curriculum and financial files.
  • Assist and support, as requested, the NE Campus Dean and Project Coordinator.
  • Maintain NE Campus website.
  • Administer pre-clerkship National Board of Medical Exams and Step 1 & 2 Prep Course exams
  • Administer Step 1 & 2 Prep Course exams for Phase II and III and the National Board of Medical Examiners Customized Assessment Services and Comprehensive Basic Sciences for Phase I.
  • Work closely with the coordinator of the Academic Success Program in the identification, coordination and organization of NBME-related preparation activities.
  • Reserve rooms for National Board of Medical Examiners assessment and proctor the exams as scheduled during each Unit and elective course.

• Demonstrated proficiency with PC/Mac computers
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint), and database management software
• Excellent verbal and written communication skills
• Strong organizational skills to effectively manage time and multiple projects at once
• Ability to work independently and collaboratively
• Ability to handle multiple projects and, sometimes, conflicting priorities while maintaining the quality of work and productivity.
• Ability to adhere to attention to detail
• Demonstrated organizational and analytical skills.
• Proficient at problem solving
• Punctual

• Associates degree in education, health/science, business/office, administration or related field
• 3 years of experience in academic or business setting
• Satisfactory completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

• Experience with the functionality of the medical curriculum at the UND School of Medicine & Health Sciences.
• Scheduling experience
• Experience with NDUS, UND and SMHS policies
• Experience using a learning management system
• Experience with database management

• Complete online application, and include a cover letter and resume.

Please note, all employment postings close at 11:55pm CST.