CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,000-$80,000

Position Summary

The Office of Medical Education oversees all medical school curricular, academic and instructional programs, as well as academic policies at the Vagelos College of Physicians & Surgeons. Reporting to the VP&S Vice Dean for Education, the Senior Program Coordinator – Special Programs Including Student Run Clinics is responsible for providing administrative support to our Student Run Clinics as well as supporting the Vice Dean in cross sectional projects such as the international visiting student program, and new curriculum pilots. The Senior Coordinator will be responsible for the budgeting/financial reporting of the student run clinics and be able to explain their ramifications to the physicians in training.

The position is hybrid; however, some evening and weekend work will be required to support the Student Clinics.

All applicants must include a cover letter when applying.

Responsibilities

Student Run Clinics responsibilities:

• Manage finance tracking processes and provide vendor-related status updates. 

• Serve as point person for all expense submissions. 
• Responsible for the budgeting/financial reporting of the student run clinics and be able to explain their ramifications to the student physicians to allow them to become cognizant and responsible for the funds expended on behalf of their patients.

• Coordinate meetings for faculty, staff, and students
• Provide general administrative support with mailing, phone coverage, meeting arrangements, food orders, etc.
• Arrange monthly supply orders. 
• Support admissions and application processes for the Society of Student-Run Free Clinics (SSRFC)
• Coordinate and facilitate with the Vice Dean for Education, New York-Presbyterian's ambulatory care network (NYP – CAN), Vice Dean for Community Health, Clinical Departments, and other associate deans in the office of education to strategize on how to best support Student Run Clinics.
• Have knowledge of medical insurances and systems of healthcare so as to advise students on referrals to increase patient ability to access affordable care within the Columbia/NYP system and elsewhere.

International Visiting Students Program responsibilities: 

• Format writing of protocols and agreements for established exchange institutions and manage all exchange agreements with the legal department for signature in cooperation with the Vice Dean

• Work directly with the Dean for Student Affairs and the Associate Director for Student Services regarding funding and placements of VP&S students.
• With guidance from Associate Director for Student Services and the Director of Curricular Affairs:

• Assist with the preparation of annual reports on the utilization of exchange partners
• Manage the application process for 4th-year VP&S MD clinical global electives
• Work with VP&S students directly to help with the application process and travel arrangements
• Manage the financial stipends for VP&S students
• Attend University ISSO meetings and keep up-to-date with new protocols and procedures
• Work directly with exchange partners and collect data for the academic year.
• Communicate with exchange partners regarding student issues and requirements.
• Collaborate with Curricular Affairs Electives and Visiting Student Coordinator in placement and information for the visiting students
• Register and enroll visiting students with the University Registrar
• Review and process documents for visiting students
• Answer questions from visiting students and their schools
• Maintain the Visiting Students Programs information and data on Sharepoint, the application platform for visiting students, and Courseworks, the university learning management platform.

Special Program/ Project general responsibilities:

• Participate in developing and implementing goals, objectives, and systems for the office of education. Recommend new approaches, policies and procedures to ensure improvements in efficiency within the office and across the organization. Develop and implement sound, practical solutions, especially where guidelines are not well defined. Confer with the Administration and Finance office and others to address and resolve issues and to implement proactive business solutions.  
• Perform routine financial transactions such as employee reimbursements, check requests, and P-card reconciliation. Pay routine bills and invoices.

• Maintains effective and timely communication with faculty, students, and staff. Draft written correspondence, including confidential memos, notices to the community, and material for online dissemination. Demonstrate professionalism in all forms of communications.
• Collaborating and Coordinating with the Vice Dean innovative Curricular projects, as well as supporting those meetings with administrative tasks.

Minimum Qualifications

• Bachelor’s degree or equivalent in educations and experience, plus three years related experience.

Preferred Qualifications

• A graduate degree in a health-related or educational field or the equivalent is strongly recommended.

Other Requirements

• Experience working with college or graduate school students; experience with medical education, or experience in a clinic or hospital setting.
• Knowledge of medical insurances and systems of healthcare so as to advise students on referrals to increase patient ability to access affordable care within the Columbia/NYP system and elsewhere.
• Committed to serving patients from challenging settings for whom at times access to traditional care is problematic.
• Respects and understands the mission of students to address the needs of these patients in a variety of settings, to provide guidance, support and continuity within the Columbia/NYP practice environment and the consistent onboarding of new student volunteers.
• Familiarity with budgeting and financial reporting
• Excellent interpersonal, presentation, writing and communication skills are required, as is accuracy and comfort with numbers.
• Proficiency with word processing, spreadsheet and database software is helpful.
• Demonstration of superb organizational and analytical skills as well as the ability to manage several concurrent tasks is preferred.
• Ability to manage professional relations with various constituencies and represent the programs, department, and institution in a positive manner.
• Ability to work independently while incorporating continual feedback and guidance.
• Ability to prioritize tasks with minimal supervision; and maintain consistent, high-level attention to detail. Able to maintain confidentiality of all projects and sensitive information.
• Experience working with and advising students and/or student organizations.
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Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.