University of Rochester
Administrative Coordinator III, MSTP
University of Rochester, Rochester, New York, United States
Administrative Coordinator III, MSTP
University of Rochester
Location: 601 Elmwood Ave, Rochester, New York, 14642
Job Type: Full Time Regular Weekly Hours: 40
Shift: UR - Day (United States of America)
Pay Range: $18.65 - $26.11 per hour (or annual equivalent). The referenced pay range represents the minimum and maximum compensation for this job. Individual salaries will be set within this range based on market data, education, experience, qualifications, and internal equity considerations.
Responsibilities Recruitment
Serve as central contact for prospective and current applicants to the Medical Scientist Training Program (MSTP).
Coordinate and assist with recruiting/application processes, including setting up applicant interviews, scheduling, travel, catering, and virtual interview facilitation.
Train faculty interviewers on the AMP admissions system and work with developers to streamline application processes.
Recruit, train, and coordinate faculty committee members for preliminary application screenings and screening training.
Sends screened applications to MD/PhD Screeners and tracks completion to ensure timely processing.
Organize Admissions Committee meetings, including scheduling, applicant reviews, documentation, and catering, as well as virtual meeting setup.
Attend national and local recruitment fairs, representing the program in person and virtually throughout the fall and spring semesters.
Information & Outreach
Central contact point for all information concerning department matriculants and students; prepares correspondence and provides support.
Collaborate with URMC Marketing to create promotional and informational materials for recruitment and events, including digital marketing and social media content.
Manage the MSTP Summer Scholars Program, overseeing applicant screening, faculty preceptor identification, participant scheduling, compliance, documentation, events, orientation, housing, and clinical rotations.
General Administration
Schedule the Scientific Reasoning in Medicine (SRM) course for first and second year medical students, recruiting faculty, managing course materials, and coordinating meals.
Assist the Administrator in tracking student progress and program evaluation, including thesis advisor coordination, qualifying exams, thesis defenses, laboratory rotation evaluations, graduate department interactions, and grant application/award tracking.
Maintain databases of MSTP applicants, students, and alumni; compile administrative and statistical information for meetings.
Plan and oversee MSTP events such as annual visits for accepted applicants, Medical Scientist Research Symposium (MSRS), graduation parties, retreats, seminars, and outreach fairs; coordinate with catering and services, prepare requisitions, and track attendance.
Handle administrative services requests, including telecommunications, office supplies, equipment, facilities, finance, IT, reimbursements, and other operational tasks.
Update the MSTP student handbook, website, newsletter, brochure, and alumni list; periodically review the website for errors and broken links.
Track expenses and manage financial oversight of budgets for conferences, travel reimbursements, office supplies, and other expenditures, maintaining certifications and participating in training sessions as required.
Act as a backup to the MSTP administrator, approving semi‑monthly payroll, reconciling ledgers, and processing appointment and termination forms.
Other Duties
Perform additional duties as assigned.
Minimum Education & Experience
High School diploma.
Two years of relevant administrative experience; three years preferred; or an equivalent combination of education and experience.
Knowledge, Skills & Abilities
Highly motivated self‑starter with strong multitasking ability.
Works autonomously and on a team to improve office functions and efficiency.
Excellent computer skills, including Microsoft Office and virtual conference platforms, interpersonal communication, and customer service.
Excellent oral and written communication skills.
Proficiency with the AMP-Application Management Program; ability to learn new software quickly.
Extremely detail‑oriented and accurate.
The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. The University does not discriminate on the basis of age, color, disability, ethnicity, gender identity, genetic information, marital status, military status, national origin, religion, creed, sexual orientation, citizenship status, or any other characteristic protected by law. This commitment extends to non‑discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates for all persons consistent with our values and applicable law.
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Location: 601 Elmwood Ave, Rochester, New York, 14642
Job Type: Full Time Regular Weekly Hours: 40
Shift: UR - Day (United States of America)
Pay Range: $18.65 - $26.11 per hour (or annual equivalent). The referenced pay range represents the minimum and maximum compensation for this job. Individual salaries will be set within this range based on market data, education, experience, qualifications, and internal equity considerations.
Responsibilities Recruitment
Serve as central contact for prospective and current applicants to the Medical Scientist Training Program (MSTP).
Coordinate and assist with recruiting/application processes, including setting up applicant interviews, scheduling, travel, catering, and virtual interview facilitation.
Train faculty interviewers on the AMP admissions system and work with developers to streamline application processes.
Recruit, train, and coordinate faculty committee members for preliminary application screenings and screening training.
Sends screened applications to MD/PhD Screeners and tracks completion to ensure timely processing.
Organize Admissions Committee meetings, including scheduling, applicant reviews, documentation, and catering, as well as virtual meeting setup.
Attend national and local recruitment fairs, representing the program in person and virtually throughout the fall and spring semesters.
Information & Outreach
Central contact point for all information concerning department matriculants and students; prepares correspondence and provides support.
Collaborate with URMC Marketing to create promotional and informational materials for recruitment and events, including digital marketing and social media content.
Manage the MSTP Summer Scholars Program, overseeing applicant screening, faculty preceptor identification, participant scheduling, compliance, documentation, events, orientation, housing, and clinical rotations.
General Administration
Schedule the Scientific Reasoning in Medicine (SRM) course for first and second year medical students, recruiting faculty, managing course materials, and coordinating meals.
Assist the Administrator in tracking student progress and program evaluation, including thesis advisor coordination, qualifying exams, thesis defenses, laboratory rotation evaluations, graduate department interactions, and grant application/award tracking.
Maintain databases of MSTP applicants, students, and alumni; compile administrative and statistical information for meetings.
Plan and oversee MSTP events such as annual visits for accepted applicants, Medical Scientist Research Symposium (MSRS), graduation parties, retreats, seminars, and outreach fairs; coordinate with catering and services, prepare requisitions, and track attendance.
Handle administrative services requests, including telecommunications, office supplies, equipment, facilities, finance, IT, reimbursements, and other operational tasks.
Update the MSTP student handbook, website, newsletter, brochure, and alumni list; periodically review the website for errors and broken links.
Track expenses and manage financial oversight of budgets for conferences, travel reimbursements, office supplies, and other expenditures, maintaining certifications and participating in training sessions as required.
Act as a backup to the MSTP administrator, approving semi‑monthly payroll, reconciling ledgers, and processing appointment and termination forms.
Other Duties
Perform additional duties as assigned.
Minimum Education & Experience
High School diploma.
Two years of relevant administrative experience; three years preferred; or an equivalent combination of education and experience.
Knowledge, Skills & Abilities
Highly motivated self‑starter with strong multitasking ability.
Works autonomously and on a team to improve office functions and efficiency.
Excellent computer skills, including Microsoft Office and virtual conference platforms, interpersonal communication, and customer service.
Excellent oral and written communication skills.
Proficiency with the AMP-Application Management Program; ability to learn new software quickly.
Extremely detail‑oriented and accurate.
The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. The University does not discriminate on the basis of age, color, disability, ethnicity, gender identity, genetic information, marital status, military status, national origin, religion, creed, sexual orientation, citizenship status, or any other characteristic protected by law. This commitment extends to non‑discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates for all persons consistent with our values and applicable law.
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