Administrative Coordinator II - Office of Medical Student Education

Position Summary

Advances the goals of the Office of Medical Student Education by providing high-quality administrative coordination to teaching faculty, staff, and MD students across the curriculum. Supports day-to-day operations of program units, coordinates logistics for curricular activities and assessments, manages course materials in the learning management system (LMS), and serves as a professional, responsive point of contact for internal and external stakeholders.

Primary Duties & Responsibilities

Coordination and Program Support

• Assists OMSE Deans, Director, and Program Managers on education collaborations and cross-functional initiatives; tracks timelines and follows through on action items.
• Serves as a liaison with students, faculty, staff, and other departments on routine operational matters; facilitates meetings and supports problem resolution by routing issues to the appropriate contact.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.

Curriculum and Event Logistics

• Coordinates logistics for student/faculty curricular events and staff meetings, including room reservations, supply and AV needs, and on-site support.
• Assists with scheduling of courses, small-group sessions, lab sessions, and related learning activities; coordinates audience response systems (ARS) and video files as applicable.
• Provides proctoring and logistical support for NBME Shelf Exams in accordance with testing protocols and timelines.

LMS and Course Materials Support

• Maintain online course content within the LMS, ensuring materials, assessments, and announcements are accurate, accessible, and posted according to established schedules.
• Troubleshoot routine LMS issues; escalate complex items to technical support or the manager as appropriate.

Project and Administrative Execution

• Managed delegated projects from initiation to completion, engaging directly with faculty, staff, and students; tracks milestones and ensures timely completion.
• Provides administrative support to OMSE leadership, including calendar coordination, meeting preparation, correspondence, and document editing.
• Prepares and edits correspondence, reports, publications, and assessment materials; compiles survey, courses, and exam data as needed.

Operations and Records

• Maintain files and records; perform mailings, photocopying/scanning, and related office tasks; monitor and order office supplies.
• Support routine operational tasks such as maintaining keys/mailboxes, coordinating minor facilities requests, and liaising with vendors on basic service issues.