Program Technician
Program Technician
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Job Description
Department Overview
We are seeking a dedicated and independent professional to join our team as the UME Admissions and Outreach Coordinator (Program Technician). This unique role supports two key units within UME: UME Admissions and UME Outreach Advising Support and Identity formation for Students (OASIS). The Coordinator will work under the direction of the Administrative Manager UME Admissions and the Program Manager UME OASIS to manage various operational aspects and ensure seamless coordination between the units.
For UME Admissions this position independently coordinates the initial receipt and file review of over 7000 applications received annually from the American Medical College Application Services (AMCAS) for the following programs: M.D. M.D./Ph.D. and M.D./M.P.H. Independently evaluates files for missionbased identification distributes secondary application notices to applicants and is instrumental in working with the Administrative Manager UME Admissions in identifying application discrepancies occurring within the early stages of the admissions process. Additionally this position works closely with leadership in providing consistent administration between UME Admissions and other pathways and programming including working withthe Northwest Native American Center of Excellence (NNACOE) the WyEast PostBaccalaureate Pathway and theCalifornia Oregon Medical Partnership to Address Disparities in Rural Education and Health (COMPADRE) program.
For UME OASIS this position collaborates on the programmatic operations for the primary functions of premedical outreach & advising and YourMD Tutoring. The position works in collaboration with the Director of UME and Program Manager UME OASIS to identify opportunities for outreach expansion and to administer programming in partnership with internal and external entities. This work includes but not limited to areas of opportunity that exist with the OHSU Center for Diversity and Inclusion Area Health Education Centers (AHECs) COMPADRE and the NNACOE. Responsible for the coordination of virtual outreach events through the use of WebEx in delivering the Ask Me Anything sessions offered to prospective applicants triannually.
Function/Duties of Position
- Independently coordinates the initial receipt and file review of over 7000 applications received annually from AMCAS for the M.D. M.D./Ph.D. and M.D./M.P.H programs. Evaluates files for missionbased identification distributes secondary application notices to applicants and works in collaboration with the Administrative Manager UME Admissions in identifying application discrepancies occurring within the early stages of the admissions process. Additionally this position works closely with leadership in providing consistent administration between UME Admissions and other pathways and programming including working with the Northwest Native American Center of Excellence (NNACOE) the WyEast PostBaccalaureate Pathway and California Oregon Medical Partnership to Address Disparities in Rural Education and Health (COMPADRE) program.
- The position plays a critical role in training of new staff on admissions procedures and tracking along with participation in program operations and planning.
- This position plays a critical role in the maintaining of accurate data and ensuring date integrity within the Admissions Tracking system. This includes processing correspondence received from multiple sources such as AMCAS Letters Services and Medical College Admissions Tests (MCATs). Responsible for maintaining data integrity through accuracy of data input into the Admissions Tracking system and reporting to AMCAS.
- Collaborates on OASIS programmatic operations for premedical outreach & advising medical student life and wellness medical student academic advising and medical student career advising. This includes working closely with the Associate Dean for UME UME Assistant Deans Faculty Diversity Navigators Director of UME and the Program Manager UME OASIS in strategic planning forecasting assessment and operational administration of OASIS programming for all medical students within the MD Program.
- The position works in collaboration with the Director of UME and Program Manager UME OASIS to identify opportunities for outreach expansion and to administer programming in partnership with internal and external entities.
- This work includes but not limited to areas of opportunity that exist with the OHSU Center for Diversity and Inclusion Area Health Education Centers (AHECs) COMPADRE and the NNACOE. Responsible for the coordination of virtual outreach events through the use of WebEx in delivering the So You Want to Be a Physician MD Program Information Day offered to prospective applicants twice annually.
- Organizes logistics including event promotion registration and tracking attendance. Prepares postevent evaluation reports to be shared with Director of UME Administrative Manager UME Admissions and Program Manager UME OASIS.
Other duties as assigned.
Required Qualifications
- Three years of experience administering or coordinating parts or subsets of a project or program.
- A bachelors degree in Business Administration Management Public Administration or a field directly related to the position will substitute for two years of the required experience.
Job Related Knowledge Skills and Abilities (Competencies):
- Knowledge of legalities in working with confidential documents while maintaining balance with the transparency of a process.
- Wellversed and developed technology skills.
- Skilled with video conferencing platforms including but not limited to WebEx.
Preferred Qualifications
- Experience working with secondary or higher education programs.
- Experience working with professional school admissions outreach and student support.
- Experience working with a medical school admissions process.
- Experience working with a medical school student affairs process.
- Experience with online meeting technology for delivering outreach via remote/virtual platform (WebEx).
- Experience with professional school admissions tracking application systems and databases.
Additional Details
- Office setting with working hours between 8:30 am 5:00 pm Monday through Friday.
- Will be required to arrive at 7:00 a.m. on predetermined days to assist with multiplemini interview (MMI) process.
- Must be able to multitask in a fastpaced work environment with high traffic of applicants students faculty and general public.
- Ability to speak in a public forum to large and small groups.
- Teleworking possible when programmatic needs allow and approved by manager.
All are welcome
Required Experience:
IC
Employment Type
Full-Time
