Admin Assistant 3

Assessment Learning within the Office of Undergraduate Medical Education is hiring an Administrative Assistant 3 to support complex program processes related to medical student assessment. Responsibilities include supporting the Standardized Patient (SP) program, supporting performance exams for Phase I, Phase I-2, Phase II, and Phase III medical students, coordinating casting for external and internal Standardized Patient curricular activities, coordinating student files and test documents to maintain confidentiality. The individual must be comfortable interacting with a diverse constituency, which includes students, staff and faculty. Primary duties/responsibilities for this position: • Provide support for the director, Operations and SP Program managers, staff and students. • Create casting lists from an internal access database, in addition to Excel and Word, as well as maintaining these databases. • Contact and notify SPs, sending casting emails and confirmation letters with confidential case documents. • Coordinate all Doctoring and outside casting (all non-UME activities like Nursing, Pharmacy, PT, PA, Anesthesia, etc), including sending out materials (cases, parking passes, full activity information) to confirmed SPs. • Handle all Standardized Patient and Clinical Teaching Associates hiring, including setting up the interview, contacting potential SP/CTA candidates, compiling candidate information, and hiring approved candidates on UNMjobs, then shepherding candidates through post-hiring Human Resources procedures. • Responsible for SP employment adjustments including changes in appointment percentages (via EPANs) and separation/resignations (via EPAFs). • Responsible for upkeep of all UNMjob listings (typically there are seven listings, based on age ranges) which have to be removed from the UNMjobs website each fiscal year and replaced with updated job listings. • Maintain Standardized Patient and student files, ensuring that ethical and legal guidelines are maintained. • Act as secondary timekeeper, using Banner for SP payroll data entry. • Assist with exam preparation, set-up and take down. • Assisting with other projects as determined by the needs of the department’s management. • Backup support for front desk duties to assure that customer needs of students, faculty and staff are met in an effective, timely and cordial