Administrative Assistant II

This position is responsible for assisting with the day-to-day operations of the Registrar’s Office and assists with the maintenance of permanent student academic records. This position is responsible for maintaining and setting up sensitive and confidential permanent student academic record files and updates both the paper file and the Banner data system regularly. The position also completes formal change of status of students in compliance with AAMC guidelines. The positionrecords and documents the results of USMLE Step exams on all students. This position greets visitors, answer phones, responds to inquiries, refers walk-ins and callers as needed, files, reviews and routes mail, and prepares materials and general correspondence.

 

• Key person who interacts with students when they enter the office. Answer telephones and provides appropriate information to callers, take messages and transfers calls; greet visitors and disseminate information as needed.
• Establish and maintains student academic records both paper and web-based for all students completing a Medical Doctorate. Large volume of filing which includes: initial assembly of new students files, admissions documents, course grades, clinical evaluations, correspondence, Medical Student Performance Evaluations (MSPE aka Dean’s Letters), official transcripts, and USMLE Step 1 & 2 scores, etc.
• Disseminate Medical Student Performance Evaluations (MSPE, formerly Deans’ Letters) and transcripts at the request alumni for medical staff appointments and clinic privileges in various medical centers.
• Coordinates the verification of M.D. degree for alumni and completes standard forms for verifications of practitioners when they apply for positions in various hospital and fellowship programs, also assists with completing license applications.
• Retrieves archived data and confirms accuracy of data before it is released.
• Collaborate with Yeshiva University concerning former YU students that have graduated from the MD program.
• Enter and verify inquires to the National Clearinghouse
• Updates all senior student files with residency match information.
• Responsible for certifying United States Medical Licensing Examination (USMLE) Step 1 and Step 2 applications for current medical students and maintains a file of copies of all applications submitted to the National Boards.
• Prepares letters and correspondence relating to Student/MD Verifications, Transcripts, and Dean’s Letters for active students and /or graduates.
• Maintain inventory of office supplies and equipment; responsible for ordering related supplies and maintenance via on-line ordering systems.
• Maintains thorough knowledge of academic policies, Banner data system and the utilization of relevant computer systems and programs.
• Assist in collecting data for reports.
• Cross-cover and assist with entering grades into the Banner system.
• Perform other related duties as assigned and assist with special projects and events.

• A High School diploma  and 2-4 years of administrative support experince required. Equivalent combination of education and experience will also be considered.
• Proficient in Banner is preferred. 
• Must possess working knowledge of Microsoft Word, Outlook and Excel. May use other web based programs as assigned;
• Must demonstrate good judgment, initiative and attention to detail;
• Must be able to effectively track time and resources to prioritize work assignments with minimal direction;
• Must be able to work independently and produce quality work from conception to completion on assigned projects;
• Must possess customer service, communication and organizational skills;
• Must possess thorough knowledge of departmental and college policies and procedures;
• Uses independent judgment in responding to inquiries regarding policies, procedures, and regulations.
• This position interacts with students and student service related offices (i.e. Admissions, Student Affairs, Teaching Office, Student Finance). Deals directly with individuals and groups, both internal and external to the College.

In compliance with NYC's Pay Transparency Act, the hourly rates for this are listed below. This rate is based on the 1199 bargaining unit contract.

$25.74

$26.28

$27.09