The Administrative Specialist Asociate is part of a team led by the Medical Student Clerkship Director and two Associate Medical Student Clerkship Directors. The coordinator facilitates and directly supports the team in all functions related to medical student education within ophthalmology, including the management of clinical and research electives, mentorship and special programs, and recruitment/residency preparation.
Electives – 40%:
Facilitation of the seven clinical/research ophthalmology electives offered
Develop elective curriculum
Develop and manage elective rotation, lecture, and call schedules
Responsible for communicating with students regarding elective preferences, elective expectations, and host elective orientation at the beginning of each period
Monitor students submit/meet outlined elective expectations and assist directors with grading
Electives offered to University of Michigan medical students, domestic medical students, and international medical students
Mentorship and Special Programs – 25%:
Facilitation of the URiM Visiting Student Scholarship, intended to provide support to visiting medical students underrepresented in medicine or from a diverse background.
Responsible for advertisement, application review and selection process, issuing stipends.
Participate in the leadership of Michigan Ophthalmology Pipeline (MOP) Program
Annual recruitment of mentors and mentees
Create annual event calendar and involvement in logistics of all events
Management of grant funds to support program
Management of program supplies
Schedule shadow experiences for mentors/mentees
Creation of mentor/mentee surveys
Coordination of annual Diversity, Equity & Inclusion Grand Rounds
Management of funds available to support mentees participation in summer research with a KEC faculty member
Facilitation of the Health Equity Ophthalmology Summer Program
Create program advertisement information and manage distribution/recruitment
Create program application
Process applications received and create faculty reviewer database
Send program notification letters
Pair selected students with faculty mentors/projects
Create 4–8-week schedule for each participant – including time dedicated to their project, clinical/OR time, meetings with specified faculty, final project presentation, etc.
Management of onboarding process
Host program/Kellogg orientation
Issue program feedback form and identify changes/improvements for upcoming years
Management and distribution of the Health Equity Ophthalmology Summer Program - Research Presentation Award
Responsible for recruiting medical student volunteers, scheduling training and assessments, and communicating logistical details/volunteer expectations
Coordinate and schedule shadowing experience for students within the department
Ensure proper onboarding process is followed
Management of research projects and student volunteers
Ensure proper onboarding process is followed
Create advertisements and distribute information to relevant student groups
Collect feedback from participants
Schedule mentorship meetings with department faculty
Recruitment/Residency Preparation – 25%:
Support University of Michigan medical students interested in /or applying to ophthalmology residency
Manage ophthalmology faculty career advisors and pair students as requested
Coordinate sessions to prepare students applying to ophthalmology residency for a successful residency match. Examples include: an Interview Preparation Session, Mock Residency Interviews, Application Review, and longitudinal mentorship through the entire application process.
Confirm program dates
Secure conference room
Outline program agenda/content
Create program invite/advertisement
Communicate details with speakers/faculty participants/students
Onsite during event to ensure all runs smoothly
Communicate with students and Clerkship Director team regarding necessary post session follow up and document feedback to implement in coming years
Directly supports and assists the Ophthalmology Student Interest Group leaders to host approximately four events per semester
Creation of annual event calendar
Planning of each event – identifying topics, securing speakers, creating event invites, ordering catering, creating PowerPoints, and organization of all logistical details
Email listserv management
Participation in events hosted by the Medical School to expose students to the field of ophthalmology
Coordination of faculty participants, session content/information to share with students, serve as point person between the Medical School and Ophthalmology
Schedule longitudinal clinical experiences
Pairing of students with an identified faculty member to spend a half day each week for several months
Procedural Residency Prep Course
Facilitation of all details surrounding the ophthalmology elective day – identify lecturers, confirm content/learning objectives, obtain supplies, enrollment management, secure conference rooms/anatomy labs, communicate elective day expectations with students
Miscellaneous – 10%:
Support Clerkship Director team with ongoing projects related to medical student education
Curriculum improvements/creation, hosting Journal Clubs, Task Force involvement, etc.
Collect information from those eligible for award, ongoing compilation of data to identify award recipients, distribute to review committee, draft notification letter, issue award stipend/plaque, schedule award presentation ceremony
Bachelor's degree in Public Administration, Healthcare, Business or similar field OR Associate's degree and two (2) years of directly related experience, OR Prior experience in a senior level administrative support or project coordination job
High attention to detail
Ability to multitask
Ability to prioritize
Extremely organized – including detailed note taking skills
Effective communication skills
Bachelor's Degree and reasonable professional experience.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
U-M COVID-19 Vaccination Policy
COVID-19 vaccinations, including boosters when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine. This includes those working remotely. More information on this new policy is available on the Campus Blueprint website or the UM-Dearborn and UM-Flint websites.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.