University of Rochester · 1 week ago
Administrative Coordinator III, MSTP
Rochester, NY
Full-time
Onsite
Entry, Mid Level
$18.65/hr - $26.11/hr
2+ years expThe University of Rochester is committed to fostering a welcoming community and is seeking an Administrative Coordinator III for the Medical Scientist Training Program (MSTP). This role involves coordinating recruitment efforts, managing applicant interviews, and overseeing various administrative tasks to support the program and its students.
Health CareMedicalUniversities
Responsibilities
Serves as central contact person for prospective and current applicants to Medical Scientist Training Program (MSTP). Coordinates and assist with recruiting/application process of applicants to MSTP
Responsible for setting up all applicant interviews including initial correspondence, schedules, travel, and catering (85+/year). In a virtual admissions cycle, responsible for scheduling, setting up and facilitating all virtual interview days, including breakout room monitoring
Sets up new users and train faculty interviewers on use of AMP admissions system as needed
Works with AMP developers each year prior to the start of the admissions cycle to make any changes to application system to further streamline the process
Recruits 2-3 faculty committee members to partake in preliminary application screenings. Responsible for setting up screening training for the faculty
Responsible for sending applications that are ready for screening to MD/PhD Screeners through AMP and tracking completion so as to ensure all applications are screened in a timely manner
Organizes Admissions Committee meetings, including scheduling, applicant reviews, required documentation, and catering. In a virtual admissions cycle, this includes initial Zoom meeting setup as well as supplemental documentation to help the virtual meeting run smoothly
Travels to national and local recruitment fairs; act as program representative providing information to prospective applicants. In a virtual recruitment season, acts as program representative on multiple virtual conferences and fairs throughout the fall and spring semester
Serves as central contact person for all information concerning the department matriculants and students; prepares, composes, and signs routine correspondence; provides ongoing overall support for incoming matriculants; handles all information in a confidential manner
In collaboration with URMC Marketing, creates promotional/informational materials for recruitment and various annual events. This includes digital marketing and social media, as well as organization of marketing materials for Second Look when needed
Manages MSTP Summer Scholars Program; includes applicant screening process, identification of faculty preceptor(s), coordinating participant schedules, compliance and appointment documentation, events, orientation, housing, clinical rotations, UHS vaccinations/requirements, and continued communication with participants
Schedules Scientific Reasoning in Medicine (SRM) course for 1st and 2nd year medical students in MSTP, in conjunction with the medical school course calendar, including recruiting and scheduling faculty, managing course materials, evaluation distribution and reporting in MedHub, and the order and set-up of lunches. In a virtual academic year, sets up and manages virtual course space, and facilitates each class session. Uses URMC Blackboard to outline SRM course, including the course structure, schedule, and discussions boards
Assists the Administrator in tracking all student progress and program evaluation including thesis advisor, graduate department, qualifying exams, thesis defenses, laboratory rotation evaluations, longitudinal clerkship evaluations, F30 grant applications, F30 grant awards, and event attendance. Maintain database of MSTP applicants, students and alumni; compile data and prepares administrative and statistical information for Director and committee meetings as needed
Helps plan and oversee all MSTP events including annual revisit for accepted applicants, Medical Scientist Research Symposium (MSRS), graduation party, retreat for current students and faculty mentors, dinner seminars, Outreach Fair, other events as needed. Coordinates directly with caterers, Environmental Services, Center for Experiential Learning; prepares and signs forms and requisitions for these services and expenditures including, but not limited to 312 forms and Request for Proposals. Tracks student attendance and participation
Arranges for all administrative services, including telecommunications, office supplies, equipment, Facilities, Finance, IT. Processes reimbursement and check requests, travel and conference reimbursements, all PCard transactions, journal entries, and order supplies and equipment as needed
Updates MSTP student handbook, website, newsletter, brochure, alumnae list; periodically reviews MSTP website for broken links, updated information, errors, etc
Maintains tracking of expenses and assume financial oversight of budgets as needed with respect to conference registrations, travel reimbursements, student council event expenses, purchases of office supplies, etc. Includes attending informational sessions to maintain CLASP certification, UR Financials proficiency, HRMS payroll and personnel action forms and other related trainings
Acts as back-up to MSTP administrator, approving semi-monthly payroll, reconciling ledgers, and processing appointment/termination forms. Assists with coverage, back-up and additional tasks as requested within Student Services in the Offices for Medical Education
Other duties as assigned
Qualification
Required
High School diploma
Two years of relevant administrative experience
Position requires extensive use of AMP-Application Management Program, the Medical School admissions software; ability to learn new software quickly is required
Preferred
Three years of relevant administrative experience
A highly-motivated self-starter; ability to multi-task
Ability to work both autonomously as well as on a team to improve office functions and efficiency
Excellent computer skills including expertise with Microsoft Office, Zoom/virtual conference platforms, interpersonal skills, and customer service skills
Excellent oral and written communication skills
Must be extremely detail-oriented and accurate
Company
University of Rochester
The University of Rochester is a private research university located in Rochester, New York.
10001+ employees
H1B Sponsorship
University of Rochester has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (234)
2024 (126)
2023 (130)
2022 (106)
2021 (100)
2020 (92)
Funding
Current Stage
Late StageTotal Funding
$20.43MKey Investors
National Science FoundationUnitedHealthcareSociety to Improve Diagnosis in Medicine
2023-09-25Grant· $18M
2023-07-26Grant· $0.07M
2022-09-20Grant· $0.05M
Leadership Team
David Linehan
Chief Executive Officer
Recent News
2025-12-04
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