Administration & Records Specialist

Data Management For Medical Student RecordsData management of medical student records at WVU School of Medicine MD program for both current and former students.Minimum QualificationsEducation, Certification, Experience, and/or Licensure:1. Associate's degree with one year of administrative/office experience.Preferred QualificationsExperience:1. Bachelor's Degree with 2 years of higher education data managementCore Duties and ResponsibilitiesThe statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.Compile and maintain accurate grade reports for current student cohorts submitted to the Vice Dean for Medical Education, the Committee on Academic and Professional Standards (CAPS), Course Directors meetings and subcommittees.Maintain web-based academic and professional entries for medical student online portfolios via the current E-value system.Act as the NBME School Administrator responsible for processing of licensure exam applications for current students.Compile and manage the Medical Student Performance Evaluations (MSPE) for graduating students entering the residency match process coordinating the template with the regional campuses to include an individual portfolio of their clinical narratives, academic and professional progress, class quartiles and comparative data charts.Serve as the school administrator to complete MD licensure verification forms through the application and payment process as well as compiling all documentation and data needed for accurate, complete and timely completion.Update the Association of American Medical Colleges (AAMC) Student Record System (SRS) annually to reflect the promotion of all classes, matriculant student data, and the annual graduate report.Create and submit data following the National Residency Match Program (NRMP) results for both public and internal data reporting.Create and submit to the Student Services' Deans the Continuous Quality Improvement (CQI) third-yearclerkship and course phase narrative compliance report from all courses and clinical campuses at the completion of every term and 8-week clinical clerkship.Prepare bi-annual Alpha Omega Alpha (AOA) Honorary academic reports on upper quartile candidates based on student's portfolio and class academic grade reports.Manage the visiting student housing schedule for both domestic and international students completing away rotations at WVUMedicine.Prepare programs, seating charts, lineups, etc for formal annual student events such as Oath of Integrity Ceremony, White Coat Ceremony, AOA and Gold Humanism Honors Society ceremonies and Investiture/Graduation.Assist with SOM wellness and school-sponsored events as needed.Front office support for students, families, faculty and staff including face to face, phone, USPS mail and electronic communicationsPhysical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.1. Capable of prolonged periods of sitting, standing and walking.2. Ability to lift up to 25 pounds3. High degree of concentration requiredWorking EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Standard office environmentSkills and Abilities1. Maintains a high level of confidentiality at all times.2. Ability to work independently and exercise good judgment with exemplary attention to detail.3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives4. Strong oral presentation and critical thinking skills required.5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the Executive6. Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.7. Strong Calendar Management Skills.Additional Job Description:Scheduled Weekly Hours: 40Shift: Day (United States of America)Exempt/Non-Exempt: United States of America (Non-Exempt)Company: WVUH West Virginia University HospitalsCost Center: 8341 UHA Deans Office Medical EducationAddress: 1 Medical Center Drive Morgantown West VirginiaEqual Opportunity EmployerWest Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.