Medical Education Program Specialist (Assistant Registrar) - Academic Affairs

University of Illinois Chicago
United States, Illinois, Chicago
Feb 13, 2025
Medical Education Program Specialist (Assistant Registrar) - Academic Affairs Medical Education Program Specialist (Assistant Registrar) - Academic Affairs Hiring Department: Academic Affairs Location: Peoria, IL USA Requisition ID: 1030577 FTE: 1 Work Schedule: M-F 8:00a-4:30p Shift: Days # of Positions: 1 Workplace Type: On-Site Posting Close Date: 3/6/25 The previously determined salary range for this position is $24.67 to $26.18 Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, and budget constraints. It is not typical for an individual to be offered a salary at or near the top of the full range for a position. Benefits eligible positions include a comprehensive benefits package which offers: Health, Dental, Vision, Life, Disability & AD&D insurance; a defined benefit pension plan; paid leaves such as Vacation, Holiday and Sick; tuition waivers for employees and dependents. Click for a complete list of Employee Benefits. *This position is located on the Peoria campus 170 miles southwest of Chicago. (On-Site Work - Not Remote).* About UICOMP The University of Illinois College of Medicine Peoria (UICOMP) educates 265 medical students and more than 300 physician residents and fellows annually. Additionally, it provides clinical care to more than 31,000 patients annually and conducts basic science, clinical and outcomes research. UICOMP is a regional campus of the University of Illinois College of Medicine, a part of the University of Illinois Chicago and University of Illinois System. The College of Medicine Peoria is home to the Cancer Research Center, Center for Wellbeing, and is a collaborator in Jump Simulation. Learn more about UICOMP at http://peoria.medicine.uic.edu. Position Summary The Medical Education Program Specialist will assist the Medical Education Program Coordinator (Site Registrar) through the Office of Academic Affairs, undergraduate medical education. The position will be responsible for programmatic support, registration assistance, record management and the meeting of accreditation standards. Will serve as a contact for clerkships, students and academic staff. Working knowledge of academic requirements will be essential for this role. The employee reports to the Medical Education Program Coordinator. Duties & Responsibilities Responsible for Formal Academic Record Management Creates and maintains student face sheets, records, and student files in Box. Assists in creating and maintaining student schedules in Box.Processes elective grades received from departments by entering the grades in the Apex system and filing the grade reports in the student Box record. Works with department clerkship and elective coordinators to ensure timely grading of electives. Notifies students when elective grades are placed in their record. Assists in managing student inquiries regarding elective evaluations, providing guidance and information to help solve various problems. Assists in auditing student records for graduation requirements. Processes and records schedule change requests in a timely manner in Apex and E-Value. Ensures secure and confidential filing of all student records in Box for all Phases. Creates Supplemental Grade Reports for UIC registrar as needed to keep student records current and accurate. When necessary, enters grades into UIC registrar systems. Prepares and formats student Box electronic records for UIC's Banner system upon graduation of classes. Assists in 10-year purge of records, working with UIC's Records and Information Management Systems. Maintains detailed class lists for all Phases. Academic Program Responsibilities Assists with development and coordination of Phase 2 and Phase 3 student schedules with the E-Value/Optimizer system. Assists in help sessions regarding the Optimizer system for Phase 2 and Phase 3 students during scheduling season. Enters new courses into E-Value, assist in maintaining current courses, assist clerkship and elective coordinators with troubleshooting E-Value when needed, and update evaluations in the E-Value system when needed. Accesses and updates Association of American Medical College's (AAMC) Student Record Systems (SRS) as needed to ensure that student data is accurate. Attends UICOMP and campus-wide meetings related, as needed. Contact for Phase 3 students in AAMC's Visiting Student Learning Opportunities program (VSLO) to ensure verification and proper documentation is uploaded so that UICOMP student applications to "Away" rotations can be released in a timely manner. Works with the registrar and UICOMP business office when affiliation agreements are requested for "Away" rotations. Prepares and sends blank evaluations to "Away" programs in which UICOMP students rotate. Tracks receipt of evaluations and ensures UICOMP department chair assigns final grade so that evaluations are processed in a timely manner. Notifies department Chairs/Heads of UICOMP students' "Away" rotations by pulling a Webtools report and sending monthly, or as needed. Coordinates and maintains VSLO for students from other programs ("visiting students") coming to UICOMP to rotate on electives. Reviews visiting student applications, ensure applications are complete and HIPAA, OSHA, BLS, and other required documents are complete prior to the rotation. Works with department clerkship and elective coordinators to track approved visiting students. Keeps a record of the visiting students' evaluations from our program. Notifies UICOMP's mission partners of visiting students and obtains Electronic Medical Record (EMR) access during their rotation. Minimum Qualifications High school diploma or equivalent. Any one or combination totaling four (4) years (48 months), from the categories below: College coursework in medical education, education, communications, public relations, or a closely related field as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate's Degree (60 semester hours) equals eighteen months (18 months) 90 semester hours equals two (2) years (24 months) Bachelor's Degree (120 semester hours) equals three (3) years (36 months) Progressively more responsible clerical or secretarial experience, including a background in electronic word processing and database management systems. Please Note: Completion of the Training Administrators of Graduate Medical Education Programs Certification (TAGME) from the National Board for Certification of Training Administrators qualifies applicants for each level of this series. Preferred Qualifications Knowledge of processes for documentation and maintaining records is preferred. Skill in developing documents in PowerPoint, Adobe Acrobat, Excel, and Word is preferred. Ability to communicate effectively with all levels of students, staff, and faculty is preferred. Leadership ability in managing group/student session activities is preferred. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation To apply, visit https://uic.csod.com/ux/ats/careersite/1/home/requisition/14311?c=uic Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-d8f4abbdc1d80d419b586a88b53e70cc