University of Minnesota
Location
Minneapolis, MN | United States
Job description
Required Qualifications:
The Department of Psychiatry & Behavioral Sciences, part of the Medical School has an opportunity for an Administrative Assistant (Admin Associate 1) to join our dynamic team.
The person will work with Psychiatry Clerkship Director, Associate Education Manager, Division staff, and the Psychiatry Education team in overseeing the day-to-day and future-planning activities of required and elective psychiatry clerkships and visiting students through VSAS, among other related clerkship duties. Will also handle administrative workflow of Psychiatry Residency credentialing and related program tasks, projects, and initiatives.
The successful candidate will have very strong organization, communication, attention to detail, and prioritization skills.
The candidate MUST be able to work both autonomously and collaboratively; sometimes outside of the regular M-F workday. The position will by hybrid - person will work one day on-site and other days may work remotely. May be required to be on-site more than one day per week as needed.
Job Duties/Responsibilities:
85% UME Psychiatry Clerkship Administrator
Required and elective clerkship oversight: Oversee the required psychiatry clerkship which is one of the nine required clerkships for all medical students in the University of Minnesota Medical School. Also oversee 4th-year medical student elective psychiatry clerkships across multiple hospital sites and be the primary contact for all of them. This position is responsible for all administrative aspects of assigned required and elective clerkships including, but not limited to, rotation structure and assignments with six hospital sites across the Twin Cities and Duluth, overseeing orientation and debriefing sessions every period, student evaluations and data entry of grades, Canvas updates to courses, and student assessments.
University of Minnesota Medical Center site coordination: The position is the primary administrative contact for each rotation for all medical students placed at the University of Minnesota Medical Center West Bank. Work with medical students, the Clerkship Director, UMMC Site Director, and attending physicians to place students on medical teams/units. Site coordination also includes, but is not limited to, scheduling orientations, monitoring onboarding, scheduling didactics, and triaging technical issues.
Accreditation activities: Monitor, maintain, and effectively communicate program reporting requirements to program stakeholders, shared by the Medical School. Recommend clerkship-level solutions in response to frequent Medical School policy changes to program leadership. Prepare and provide frequent reports to program internal and external stakeholders.
Meetings: Oversee the administration of clerkship-specific conferences and meetings, and any other meeting deemed necessary to support the initiatives set forth by program leadership, Department of Psychiatry, and Medical School. This includes, but not limited to, annual clerkship review meetings with all participating hospital sites and associated services and helping to identify and support process improvement and implementation per feedback provided by prior students. In addition, attend monthly SAC-UME coordinator meetings, Medical School UME coordinator meetings, Medical School CEC meetings, and weekly education team meetings.
Administrative: In accordance with Medical School policies, the position is responsible for managing clerkship attendance and time away for both the required and elective clerkships. Position is responsible for following Medical School file retention and documentation guidelines and policies, and recommendations and implementation of annual changes to primary and elective clerkship policy manuals. Position counsels medical students on Medical School and psychiatry clerkship policies and procedures, as well as being the documentation liaison between medical students, clerkship director, and Medical School with due process occurring during remediation hearings. Responsible for the administrative workflow of frequent intra-clerkship and end-of-clerkship medical student evaluations, Clerkship assessments, time away, and other duties related to the psychiatry clerkships. Monitor clerkship spending, investigate issues, and report to program leadership.
Travel: Position is highly recommended and financially supported to attend the annual ADMSEP (Association of Directors of Medical Student Education in Psychiatry) Conference, alongside the clerkship director, to connect with other program administrators and directors around the nation and learn about new and relevant topics related to psychiatry clerkship education.
Psychiatry Interested: This position is the administrative contact for all psychiatry-interested inquiries from medical students and undergraduate students. Responsible for meeting with the psychiatry interested medical student group (PsychSIGN) quarterly to help advise on events. Position is the point person for any shadowing/observing requests for medical students and undergraduate students. Works with the Clerkship Director to create content and mail out an email newsletter to psychiatry-interested students.
15% Psychiatry Residency Support
Psychiatry Residency Credentialing: Position is responsible for overseeing and completing frequent credentialing requests for prior graduates of the general surgery program. Requests come from hospitals, additional trainee programs, and prior graduates. Position also oversees generation of verifications for current graduating chief residents before they successfully complete the program.
General Support: Coordinate and assist with all education activities and programs to ensure efficient and standard processes and support across all.
The Department of Psychiatry & Behavioral Sciences consists of an outstanding team of researchers, clinicians, and educators who provide world-class expertise in psychiatric illness, treatment, scholarship, and scientific discovery.
Our mission is to:
You can find more information on our website at
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.
To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-8647.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).
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