"Program Specialist - Undergraduate Medical Education"

Job Details

Program Specialist - Undergraduate Medical Education

Wayne State University is searching for an experienced Program Specialist - Undergraduate Medical Education at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Job Purpose:
Coordinate workflow and perform maintenance on hard-copy and computer-based files pertaining to mission of a specialized academic or service program. Mastery of general office procedures and a thorough understanding of program goals and requirements is utilized to oversee program support.

Essential Functions:
Assemble and maintain computer-based and hard copy files pertaining to the operation of a specific academic or service based program. Update files to reflect participant activity, completion of program requirements or tasks, eligibility for graduation, changes in addresses, and/or status, administrative activity of unit and reference materials.
Maintain and assist in the establishment of program and activity calendars and timetables. Schedule conferences, special events, meetings, work and interviews. Arrange necessary supplies, equipment and amenities for functions and office, prepare and gather paperwork for events. Schedule appointments.
Receive and direct incoming phone calls and visitors. Provide information to students, faculty and the general public about records, production status and programs policies, procedures and requirements; assist with problem solving.
Gather information necessary for professional staff to make decisions and perform work. Follow-up on missing information; verify records; update production and/or participant status; make initial recommendations for admission into or functioning of program. Approve student plans of work.
Type correspondence, informational packets, grant proposals, program material, contract bids, promotional literature, manuscripts and reports. Follow established practices or standards for presentation of material. Provide proofread documents for final review and/or signature.
Provide functional supervision to a small number (1-3) of clerical and part-time support personnel. Assign, monitor and review work activities. Train in appropriate methods and procedures. Coordinate work activities of unit support staff.
Perform related work as assigned

Unique duties:
Serve as the point of contact between the School of Medicine and the Clinical Campus for student process issues. Collaborate with clerkship directors/coordinators and VA site supervisors to facilitate student placement. Communicate changes and updates to appropriate staff. This includes maintaining schedules for both core clerkships and elective rotations. Maintain an updated list and description of elective rotations held at the VA. Monitor and track the affiliation agreements for University Medical Education and Graduate Medical Education for WSU and the VA. Develop and maintain a master spreadsheet and electronic files of VAMC affiliation agreements, and ensure all affiliation agreements are reviewed at intervals in accordance with federal regulations, including verification of current accreditation status. Send correspondence to affiliates regarding termination or renewal of affiliation agreements, or requests for current program accreditation status. Onboard students in compliance with VA Medical Center policy. Ensures that all trainees are appropriately onboarded in collaboration with the clinical service line lead, receiving trainees, including documentation of Mandatory Training for Trainees completion in TMS, all supporting documentation for the USAccess badge, and timely access to the VA network and electronic health record. Processing and validating TMS (Talent Management System) certifications. Coordinate student parking. Coordinate the evaluation and grading processes for students. Process the matching between students and evaluators in the New Innovations system. Provide a list of faculty/residents who will evaluate students for the SOM. Develop a system with the clerkship staff to notify evaluators when evaluations are due. Monitor process to ensure timely completion of evaluations. Schedule and attend medical education meetings at the clinical sites and the School of Medicine as appropriate. Schedule orientations and special programs (including longitudinal curriculum) designed for clinical site medical students.

Qualifications:
High school graduate or equivalent combination of education and/or experience.
Thorough knowledge of University administrative policies and procedures relating to program area.
Reasonable knowledge of program mission and requirements.
Ability to communicate effectively with others.
Ability to operate standard office equipment.
Ability to type and use wordprocessing equipment with speed and accuracy.
Typically, incumbents have held lower level clerical or program records positions.

Preferred qualifications:

School/College/Division: H06 - School of Medicine

Primary department: H0671 - Undergraduate Medical Education

Employment type:
Regular Employee
Job type: Full Time
Job category: Staff/Administrative

Funding/salary information:
Compensation type: Hourly Wage
Hourly rate:
Salary minimum: 38,403
Salary hire maximum: 46,089

Working conditions:

Job openings:
Number of openings: 1
Reposted position: No
Reposted reason: None (New Requisition)
Prior posting/requisition number:

Background check requirements:
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.