Phase 1 Medical Student Coordinator (Student Services Coord) at Indiana University in Bloomington, Indiana

Job Description:

Department



HEALTH SCIENCES (BL-MED-IUBLA)



Department Information



The IU School of Medicine is the largest School of Medicine in the country. The Bloomington regional campus is the largest campus outside of Indiana, and hosts 100 medical students, 35 graduate students, over 400 baccalaureate students pursing a minor in Medical Sciences, and thousands of baccalaureate and graduate students enrolled in our medical sciences courses. Our faculty includes basic and translational science research faculty in Cell and Molecular Cancer Biology, and educational research faculty in Anatomy; teaching faculty who support the baccalaureate, graduate, and medical doctorate teaching missions, and over 250 adjunct faculty in our region.


The IUSM-Bloomington enjoys close relationships not only with the other Schools on the Bloomington campus, but also with the Simon Cancer Center, the statewide Clinical and Translational Science Institute, Regenstrief Institute, and IU Health South Central Region. In the next few years, our campus will launch the first ever Graduate Medical Education programs in Bloomington in Emergency Medicine and Internal Medicine. These medical residencies will deepen our relationship with IU Health and the IUSM Graduate Medical Education office, and improve the medical care provided for nearly half a million patients in the South Central Region of Indiana.



Job Summary



The phase 1 coordinator provides all administrative support for the phase 1 (first and second years of medical school) for the IU School of Medicine Bloomington campus, including schedule building, recruiting, and outreach. This requires a thorough knowledge of curricular requirements, as well as establishing and maintaining relationships with our students, faculty and other academic staff.


Department-Specific Responsibilities

• Serves as the primary point of contact and liaison between phase 1 course directors, teaching faculty, and students.


• Coordinates of the first and second year medical school courses for approximately 75 medical students. This includes day-to-day operation and yearly planning


• Coordinates of events and activities associated with co-curricular phase 1 events and activities, including IUSM-Bloomington-sponsored events and student-initiated `Student Activities Committee events.


• Assists with larger Center-sponsored events, when needed.


• Proctors and administers exams for the phase 1 rotations, and comprehensive exams such as the CBSE. Additionally, the coordinator will assist with arranging 1st and 2nd year


• Objective Structured Clinical Examinations (OSCEs) and simulation exercises for Foundations of Clinical Practice.


• Documents accurate and organized confidential phase 1 related teaching and learning curricular and co-curricular data. This includes interfacing with payroll to document and process payment for teaching activities for part time physician faculty.


• Maintains accurate class list; maintain phase 1 administrative and leadership lists internally and externally.


• Collects course schedules and events and input into shared Outlook calendars, by class, and including SIM Center activities and co-curricular events.


• Collects, archives, and reports on adjunct faculty teaching for the purposes of payroll, promotion, and hiring.


• Plans and executes events such as Orientation, Second Year Sendoff, etc; this includes tasks such as assuring space is reserved, technology is available and ready if needed, catering, decorating, logistics, promotional materials, and other preparations.


• Assists with event planning for larger Center-wide events such as the Semester Kickoff, Hoosiers Outrun Cancer, the Holiday Party, First Look Events, Honors and Awards Ceremony, etc.


• Completes required fireforms for hospitality, reimbursement and purchasing for events.


• Screens and approves Student Activities Fund requests.


• Attends IUSM-Bloomington phase 1 meeting, and statewide course management team meetings.


• Proctors phase 1 NBME exams. Assist with phase 2/3 exam proctoring if necessary.

General Responsibilities

• Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.


• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.


• Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.


• Provides directions, support, and information to student organization representatives and other visitors to the department.


• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.


• May assist with ordering or creation of promotional materials for student organizations or departmental needs.


• May provide guidance to other Student Services Coordinators.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

WORK EXPERIENCE



Required

• 2 years in office environment, higher education, or related field

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrates time management and priority setting skills


• Demonstrates a high commitment to quality


• Highly thorough and dependable


• Demonstrates ability to maintain confidential information


• Demonstrates customer service skills


• Commitment to working with people of diverse backgrounds and demonstrated cultural competency

Preferred

• Excellent organizational skills


• Strong verbal communication and listening skills


• Excellent collaboration and team building skills


• Possesses flexibility to work in a fast paced, dynamic environment


• Effective conflict management skills


• Demonstrates excellent judgement and decision making skills


• Technological literacy, including in systems such as Outlook, Zoom, Teams, MedHub

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



Health Sciences Building


2631 East Discovery Parkway


Bloomington, Indian 47408



Advertised Salary



$43,000-$45,000 per year based on experience



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: Student Services


Job Family: Student Services Generalist


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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


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Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



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