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Emory Healthcare/Emory University Academic Services Coordinator, Office of Medical Education and Student Affairs (OMESA) in Atlanta, Georgia

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Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

Description

JOB DESCRIPTION:

  • Assists in coordinating one or more student academic functions for a school or program such as admissions, financial aid, registration or student placement.

  • Assists and advises students.

  • May maintain budget records and assist in budget administration.

  • Assists in preparing communication materials about a school or program.

  • Actively participates in committees pertaining to academic services.

  • Maintains and updates students' records in organized filing system and compiles reports from this.

  • May develop resources for students to address particular needs.

  • May supervise clerical personnel.

  • Performs related responsibilities as required.

ADDITIONAL DETAILS:

Administrative

  • Greet and assist students and visitors.

  • Answer phones.

  • Attend and contribute to team meetings.

  • Assist with student events.

  • Assign and manage student lockers in FOB.

  • Provide PPE to students who need additional items.

  • Order supplies and process invoices.

  • Maintain working order of office equipment by replacing toner and arranging for maintenance.

MSPEs

  • Support faculty MSPE writer.

  • Schedule students for MSPE meetings, arrange the Zoom meetings, and send Outlook calendar invites.

  • Track the students for which the faculty member is writing MSPEs to ensure they have scheduled a meeting and have completed their pre-work before the meeting occurs.

  • Provide first draft of MSPE template to faculty.

  • Review MSPE for grammar and punctuation.

  • Obtain any missing information and add it to MSPE.

  • Incorporate appropriate student edits to the final MSPE before uploading to ERAS.

  • Schedule all students and provide final draft of MSPEs for their review/edits in August/September.ERAS – MD students.

  • Send tokens to students.

  • Receive and upload transcripts.

  • Contact students who have not sent their transcript.

  • Upload MSPEs.

  • Run reports.

  • Forward email communication.

  • Assist with SOAP.

Other Residency Matches (SF Match, MODS, CARMs, etc.)

  • Upload MSPEs.

  • Upload transcripts.

Fellowship Applications – MD alumni

  • Upload MSPEs for fellowship applications in ERAS using MIDUS.

  • Upload MSPEs for SF Match fellowship applications.

Clinical Onboarding

  • Assist with tracking, reminding, and ensuring all students have completed their clinical onboarding across all 4 years of medical school.

  • Remind students who are missing items by sending a customized email via mail merge that will list exactly which items they are missing.

  • Epic at Emory Healthcare, Grady, CHOA.

  • VAMC onboarding.

  • Grady ID badges (Emory and visiting students).

  • ACEMAPP.

  • Advantage Students background check/drug screen.

  • National Provider Identifier (NPI) applications.

  • Pagers.

  • Grady complex access (Emory ID badge).

  • Grady security access (Emory and visiting students).

  • Request access to Emory buildings on Grady campus for Emory Students.

  • Parking

Electives

  • Monitor, track, and contact faculty who have outstanding elective assessment forms for M4 electives throughout the academic year (not just before graduation).

  • Facilitate Dean signature of away elective forms for M4s.

Visiting Students

  • Last day check-out for visiting students (we may make changes to this so EUH and CHOA students can check out on main campus).

  • See clinical onboarding for anything relative to visiting students.

MINIMUM QUALIFICATIONS:

  • A bachelor's degree in the school's or program's area of specialty or a related field and one year of experience in student admissions, registration, financial aid or related field or an equivalent combination of education, training and experience.

  • Previous experience with various personal computer software applications.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department of work. Emory reserves the right to change remote work status with notice to employee.

Emory Supports a Diverse and Inclusive Culture

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website.

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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Job Number 99721

Job Type Regular Full-Time

Division School Of Medicine

Department SOM: OMESA: Student Services

This position may involve the following Health and Safety issues: Not Applicable

Job Category Admissions & Student Life

Campus Location (For Posting) : City Atlanta

Location : Name Emory Campus-Clifton Corridor

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