The University of Maryland, Baltimore (UMB), Department of Medicine - Education Office is currently recruiting for an Academic Services Specialist . The Academic Services Specialist will assist the Senior Academic Services Specialist in the Department of Medicine Education Office with the administrative coordination of the Internal Medicine Residency Program, Education Office processes and other academic program tasks. Responsible for providing advanced level knowledge and skills to support residency recruitment processes and activities, managing multiple databases with precise detail management, and collaborating on operations related to the needs of various educational programs. Responsible for managing data of a highly confidential nature and preparing quality correspondences for educational matters.
UMB offers a generous benefits package, which includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
The Academic Services Specialist is responsible for assisting with the administrative coordination of Internal Medicine Residency Program.
Coordinate, organize, and maintain the operational and administrative functions of the department, and serve as a resource for students, faculty, and staff by coordinating academic activities, programs, and extracurricular seminars.
Act as lead coordinator for residency recruitment efforts, including but not limited to ERAS & applicant database management, NRMP ranking, document preparation, communication and scheduling, interview day administration, and retention of records.
Manage internal and external program databases - ACGME Accreditation Data System (ADS), American Board of Internal Medicine (ABIM) FasTrack, FREIDA (AMA Residency & Fellowship Database), Electronic Residency Application System (ERAS), MedHub
Assist with affiliation agreement tracking, contract preparations, and execution.
Coordinate full administrative and operational activities of an academic program, with interrelated activities of other programs, departments, or staff to ensure optimum efficiency and compliance with appropriate policies and procedures.
Develop, compile, and write program communications for distribution, such as instructions and guides, letters of recommendation, training verifications, recruitment materials, and resident feedback documents. Ensures materials are accurate and accessible.
Prepare periodic reports, financial statements and records on academic program activities, progress, status or other special reports for management or outside agencies.
Communicates and responds to resident questions and concerns; works with residents to resolve all issues to ensure ongoing satisfaction with program and successful progress to completion.
Coordinates administrative processes involved in supporting academic programs which typically include recruitment, selection, admission, registration, orientation, and progression of students, residents, or participants.
Confer with and advice staff, students, and others to provide technical advice, problem solving assistance, answers to questions, and provides policy interpretation. Refer issues to appropriate department person when unable to respond.
Serves as a liaison between students, residents, or faculty and department staff regarding payroll, benefits, reimbursements, and other administrative matters. Assists with travel, housing, and visa requirements.
Provides administrative support to the assigned department, school or program with recruitment, selection, admission, registration, and orientation. Determines customer service strategy and provides follow-up with occupants in designated areas.
Performs other duties as assigned.
Education: Bachelors degree in Business Management or related field.
Experience: Three (3) years of administration of a program, preferably in graduate higher education or healthcare setting.
Supervisory Experience: N/A
Other: May consider a combination of directly related experience and education.
Preferred Knowledge, Skills, and Abilities:
Proficient in Microsoft applications (Word, Excel, Access, PPT, Teams) and strong writing skills.
Thorough understanding of database management and latest technology.
Proficient in Zoom and other virtual platforms.
Demonstrates initiative and is extremely detail-oriented and proactive in problem solving.
Hiring Range: Commensurate with education and experience
UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at HRJobs@umaryland.edu .
If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact HRDiversity@umaryland.edu . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
Job: Reg or CII Exempt Staff - E3713D
Employee Class : Exempt Regular
Full Time/Part Time: Full-Time
Shift: Day Job
Financial Disclosure: No
Organization: School of Medicine - Department of Medicine
Job Posting: Apr 8, 2021
Unposting Date: May 11, 2021, 3:59:00 AM
Internal Number: 169622
About University of Maryland, Baltimore
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, global health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.