A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
The Medical Scientist Training Program in the Office of Medical Student Education seeks an experienced applicant to join the team as they develop strategic programs to recruit and support current and prospective physician scientists. The successful candidate will work directly with the MSTP Director, Assistant Director, Financial Specialist, and faculty and staff to strategize, manage, plan, coordinate, and administer events, including applicant interview days and Second Look Weekend, and multiple programs in support of current students.
Project Management (25%)
Independently manage (3) Branches Research Electives including setting course dates and enrollment limits in Oasis, approving student enrollment, collaborating with course director, uploading student grades, communicating with students and course director.
Manage bi-annual Clinical Preceptor Program which includes independently contacting preceptors to verify participation, issuing effort letters, communicating with students and assigning placement, gathering evaluations of preceptors and making suggestions for continuous improvement.
Apply broad knowledge of existing Clinical Preceptor program to create new longitudinal preceptor program for students who complete the clinical year before entering PhD research phase. Collaborate with student services and branches team to determine best practices and work with registrar to ensure proper liability protocol is followed. Work with students and current preceptors to identify goals for the new program and gather input to create the new program in order to meet the established goals and help students retain clinical skills while they are in the PhD phase of the program.
Manage groups and roles within the Individual Development Plan in ARB Learning Outcomes. Communicate with students and faculty to explain proper use of the IDP tool for goal setting and increased communication with MSTP leadership, thesis committee, and PI to increase progress and output during research phase and avoid unnecessary delays when returning to med school.
Coordinate and attend annual Class Meetings for each cohort. Track important meeting topics related to med school and grad school curriculum, as well as milestones in the MSTP leading to graduation.
Coordinate the design and purchase of program merchandise to increase awareness of the MSTP at recruiting fairs, and to increase school spirit by distributing to current students and alumni.
Overall management of program advertisement and recruiting materials including updating and enhancing website content using Drupal, and creating improved annual program brochures. Collaborate with Marketing Department for creative design expertise.
Ownership of longitudinal tracking and management of student progress from start to end of the PhD process. Includes activities such as: tracking M1/M2 lab rotations and communicating with mentors regarding funding and student evaluation, arrange Research Advisory Committee meetings and student advising meetings with Director and Associate Directors, keep record of meeting correspondence, collect thesis abstracts and names of committee members and committee meeting reports, communicate expectations to students and mentors with regards to frequency of meetings, track completion of precandidacy requirements, make formal announcement of thesis defense.
Events Coordination (25%)
Responsible for planning all aspects of the MSTP Annual Scientific Retreat, including independently managing the conference center contract, finalizing itinerary, communication with the retreat speaker and faculty attending retreat, arranging logistics and communicating with students, faculty, and conference center at each stage of the planning process. Includes finalizing meal plans, attendance, roommates, carpooling, conference room assignments, poster easels and supplies, and working with the M1 cohort for skit preparation and snack committee.
Serve as the lead MSTP events coordinator by collaborating with MSTP Assistant Director and the Student Program Activities Committee (PAC) to plan and execute annual events such as monthly Seminars, Winter Party, Summer Event, New Member Welcome, and Women’s Event. Principal functions shall include, but are not limited to: researching vendors, planning and formalizing menus, securing bids, obtaining approval from procurement on vendor contracts, communicating with vendors, processing payments, coordinating RSVPs and tracking attendance, planning travel and lodging for guest speakers, follow university guidelines for hosting, coordinating speaker materials and AV, authoring and printing itineraries and programs, and communicating status to committees and MSTP leadership on all events.
Plan and coordinate non-PAC MSTP events such as Graduation Brunch, Muddy Phuddy MD PhD Club, Cohort Wellness Dinners, Peer mentoring sessions, Taubman Institute Dinners. Collaborate and communicate with faculty, students, staff, procurement, vendors, as needed. Perform same duties as listed above with regards to overall event planning and coordination.
Student Support (15%)
Provide administrative support for new student onboarding. Collaborate with Assistant Director to streamline the onboarding process and assist new students with completion of required tasks prior to arrival on campus, including collecting transcripts, coordinating NIH ID, MCard, Rackham registration, building access, Biochemistry registration, etc.
Serve as the administrative point-of-contact for UM SMART Undergrad Research Program activities that occur from selection of participants to onboarding and scheduling events during the program. Update and manage advertisement of the program, including website changes and program brochure. Represent MSTP at the SRC Summer Research Collaboration comprised of program administrators from other summer research programs across campus. Provide timely responses to applicant questions, communicate with faculty mentors, coordinate and collect all pre-program paperwork, coordinate applicant lodging and meal plan, manage contracts (Kaplan contract, housing contract, etc.), coordinate calendar of events, manage physician shadowing and Big Sib mentorship assignments, update participant handbook, plan mock interviews and American Medical Colleges Application System tutorials, create and distribute student and faculty evaluations and survey.
Coordinate student and faculty/staff travel to annual conferences such as American Physician Science Association, Annual Biomedical Research Conference for Minority Students, National MD/PhD Student Conference, etc.
Interface with Office of Medical Student Education staff and/or Medical School Administration to accomplish assigned tasks and facilitate processes to help MSTP students achieve success during the MD portion of their training.
MSTP Admissions Coordinator (15%)
Serve as MSTP Admissions’ resident user for CollegeNet recruitment IT application. Assign review of applicants, track applications, review and assign correct status and evaluators, collect evaluations, coordinate and work closely with the MD Admissions team throughout the process. Apply knowledge and expertise to independently interface with faculty, staff, students, and applicants. Provide timely data analysis and reports to administrative leadership as requested. Troubleshoot on-site issues quickly and accurately.
Coordinate the MSTP Admissions Interview Day process. Plan, prepare, and organize activities and processes involving candidates, current students, office staff, faculty, and Operating Committee. Maintain on-site observation of flow and schedules; adjust and troubleshoot accordingly.
Achieve seamless communication with applicants, current students and faculty regarding the interview experience.
Plan and arrange travel and lodging for interview day applicants.
Provide administrative support for Second Look Weekend (the Medical School revisit program for admitted students). This includes communicating with accepted applicants, current MSTP students, faculty, and the MD Admissions team.
Office Management and Data Management (10%)
Demonstrate mastery of all facets related to the MD/PhD program to ensure accurate and timely information exchange.
Work closely with the Assistant Director to suggest, research, and document best practices and new ideas for developing and administering all relevant administrative aspects of the Medical Scientist Training Program.
Take initiative to suggest and implement quality improvement measures. Document processes and procedures
Serve as office manager and the key administrative support person for the Medical Scientist Training Program. This includes managing office operations such as procurement (e.g. supply orders, pcard, requisitions), reconciliation and reporting on non-salary office expenses (e.g. SOAs, Concur), supporting and documenting administrative and program committee meetings, updating and maintaining past and present program files (e.g. Training Grant, Graduates database, Rackham database), student support (e.g. updating rosters, academic levels, email listservs), and calendar management for the Director, author and distribute effort letters for Associate Directors.
Build community by attending and representing UMMS MSTP at program and institutional meetings and events (e.g. Diversity, Equity, and Inclusion Strategic Planning, M-Home Olympics, MSTP events, etc.)
Collect and report accurate data for grant tables in annual or competing grant submissions.
Manage office communications with faculty, staff, alums, students, and applicants.
Process admissions inquiries and communicate via email, phone, or web interface.
Direct, coordinate, and edit publications such as the MSTP Student Handbook.
Prepare and coordinate specialized and periodic reports about the MSTP program for internal and external constituents.
Manage, edit, and oversee creation and maintenance of the MSTP website.
1. Bachelor’s degree or equivalent combination of experience.
2. Strong organizational and planning skills; able to set priorities, handle multiple assignments, and meet deadlines.
3. Effective interpersonal and communication skills, with demonstrated ability to work well with faculty, staff, students and applicants.
4. Strong writing skills, able to communicate information clearly and concisely for faculty, staff, students and applicants.
5. Proficiency with MS Office and web maintenance.
6. Service oriented with ability to work independently and as a member of a team.
7. Project management experience desirable.
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.
Internal Number: 172044
About University of Michigan - Ann Arbor
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.