Program Tech 1

Medical Student Scheduling And Registration Coordinator

This position is responsible for medical student scheduling and registration for the four-years of the medical school curriculum, which include the Foundations of Medicine and Clinical Experience Curriculum phases. The position requires extensive work within Banner, MedHub, Degree Audit, Cognos, Qualtrics, Sakai course management, SmartSheet, Drupal, and the AAMC Visiting Student Learning Opportunities (VSLO) system. Responsibilities include independently meeting with students by appointments and drop-in office hours during the business hour, Monday through Friday. Corresponds to email inquiries in a timely manner to troubleshoot scheduling issues for core clinical experiences, required intersessions, step 2 CK study time, and electives. The position changes student schedules while ensuring university policy and processes, School of Medicine MD Program protocols and policies, federal financial aid requirements, and graduation requirements are met.

Based on the university registrar's policy and federal financial aid guidelines on credit hours, this position is responsible for creating new courses, editing existing courses, and registering students in the Banner registration system. Updates course information after the OHSU Registrar performs academic year roll for SoM courses. This includes updating rotation dates, enrollment numbers, opening / closing of rotations, and editing and creating course sections. Edits max numbers of enrollment for each block per SoM departments' requests. Contacts department coordinators to verify openings for non-lottery elective courses. Conducts graduation requirement audits for all 3rd and 4th year medical students. Contacts students who are not meeting the requirements and works with them to schedule missing courses. Performs single degree audits in Degree Audit system at students' request throughout their clinical years.

Reviews MedHub lottery results and adjusts them prior to the release for cores / intersessions, and electives. Checks MedHub for grade submissions and enters all required and elective course grades into Banner to meet LCME accreditation standard. As needed, interprets the university academic and SoM MD Program specific policies around final grading and remediation and provides guidance to faculty instructors-on-record on processes and policies. Explains to faculty instructors-on-record the registrar policies on grade changes and ensures the requirements are met prior to submission of any grade changes. Contacts faculty course directors and course coordinators to gather outstanding grades. Drops all schedules of USMLE Step 1 delayers and notifies all pertinent department coordinators. Recreates schedules for USMLE Step 1 delayers for all cores / intersessions / electives / testing intersessions.

Responsible for managing all aspects of the visiting student process as it pertains to AAMC Visiting Student Learning Opportunities (VSLO) related matters. This includes verification of SoM requirements in VSLO, registration of visiting students in Banner, and verification that OHSU medical students are in good standing. Creates and uploads tort letters for OHSU students into VSLO system if required by the host institution. Contacts students for missing documents such as mask-fits, transcripts, and letters of recommendation. Uploads letters of recommendation and transcripts to VSLO. Once all documents are submitted, reviews OHSU student applications prior to releasing the applications through VSLO. Reviews all incoming VSLO applications to determine eligibility and confirms their NC-SARA and / or Oregon HECC status. Communicates with various LCME accredited schools for incoming students to establish affiliation agreement and NC-SARA / Oregon HECC. Works closely with OHSU EPIC training office to establish protocols and timeline each year.

Responsible for updating the visiting student public website using DRUPAL and VSLO system. Acts as VSLO administrator for OHSU SoM and provides technical expertise for all OHSU clinical department coordinators for VSLO system. Working closely with Vice Provost for Accreditation and OHSU Contract Coordinator, ensures execution of appropriate affiliation agreements or AAMC implementation letters prior to start of each visiting student's rotation. Appraises department coordinators of changes in processes and requirements. Conducts training sessions on VSLO system and protocols when new department course coordinators are on-boarded.

Creates and maintains accurate tracking system / database which includes department coordinators list, grade submission calendar, Clinical Experience phase block schedule, and accommodations. Informs and disseminates pertinent updates to various stakeholders. Creates and runs student tracking / informational reports in Cognos for SoM departments, regional and rural sites, and other stakeholders.

Answers Curriculum and Student Affairs mail email and ensures that all inquiries are addressed.

Other duties as assigned by the Assistant Dean, UME Curriculum. To include proctoring, maintaining website and Sakai Office of UME site, and assisting with various events such as the convocation / hooding ceremony, scholarly project capstone, and Match ceremony.

Required Qualifications

• Three years of experience administering or coordinating parts or subsets of a project or program.
• A bachelor's degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.
• Experience working with secondary or higher education programs.
• Experience working with professional school curriculum.
• Ability to meet with students in person to accommodate students and business needs.
• Excellent interpersonal skills, initiative and the ability to work with diverse groups; students, faculty, staff, IT group.
• Successful working knowledge of A / V equipment used in lecture halls and small group environment.
• Demonstrated professionalism and integrity.
• Successful demonstration of positive teamwork attitude. Ability to work effectively as a team member.
• Ability to multi-task in fast-paced environment.
• Well-versed and developed technology skills.
• Excellent written communication skills.
• Demonstrated successful work experience with Microsoft Word, PowerPoint, Excel, ExamSoft Suite, and Adobe Acrobat.
• Ability to be flexible regarding job assignments and support for other co-workers as needed.
• Excellent organizational skills; ability to be self-directed and set own work priorities.
• Successful demonstration of effectively working with complex processes.
• Excellent attention to detail; successful demonstration of experience working in detail-oriented capacity with proven record of accuracy.
• Ability to take initiative and ownership of responsibilities.
• Excellent forecasting, analytical, critical thinking and problem-solving skills.
• Ability to remain calm and patient in the face of competing demands.
• Demonstrable record of reliable attendance, punctuality, and successful performance with past and present employer.
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

Additional Details

Office / telework setting; 8 : 30 am 5 : 00 pm Monday through Friday. Must be able to multi-task in a fast-paced work environment with high traffic of students, faculty, and general public. Must be able to meet with students in person to accommodate students and business needs.

All Are Welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.