Administrative Assistant IV

This administrative/program assistant provides support for the Service-Learning (SL) Program at Einstein, including the Service-Learning Course and other extracurricular community engagement opportunities for students. Community is broadly defined to include our Bronx and surrounding local communities, our affiliated health systems (i.e., Montefiore/Jacobi), public agencies, and Einstein. This aim is achieved by maintaining community partnerships through communications and event support, maintaining the SL site database, assisting with managing affiliation and other agreements between Einstein College of Medicine and community based organizations (i.e. memorandums of understanding), assisting the course director with organization of course sessions and materials including student logs and evaluations, and submitting and managing reimbursements requests. The administrative/program assistant will be the first point of contact when issues arise for students both on campus and off-site at their SL sites and will be responsible for initial troubleshooting and escalation to the Program Manager and/or Course Director when necessary.

The administrative/program assistant is supervised by the SL Course leadership and will interface with the course directors, medical students, SL site leaders, course facilitators, other community partners and health systems affiliates and other university personnel involved in the educational curriculum for students in the Einstein community.

• Serve as liaison between Einstein medical students, the service-learning (SL) course director, SL site leaders, and other community partners and health systems affiliates.
• Assist the SL program manager and course director in the development of all new processes for the program.
• Coordinate all SL program functions.
• Update and organize the SL site database.
• Serve as the central, on-site, resource for all in-person, phone, and e-mail communications regarding SL and community engagement for medical students, SL site leaders, faculty, staff, and other community partners and health systems affiliates.
• Coordinate and organize affiliation agreements/contracts for community partnerships between Einstein and community-based organizations (CBOs), e.g. memorandums of understanding.
• Coordinate the SL site ranking and selection process for students.
• Assist with scheduling meetings for the SL course director and any meetings pertaining to the SL course and/or community engagement.
• Assist the program manager and course director by coordinating all student assessments and course evaluations, including student logging system, electronic assessment tools, communications with site leaders, small group facilitators, and students for timely completion of assessments, and organization and release of grades.
• Coordinate the SL site fair, student educational sessions, and other SL and community events as needed.
• Assist the SL course director with organization of educational sessions, student logs, assessments and Learning Management System.
• Coordinate the specific requirements for SL sites, such as background checks, fingerprinting, and other required paperwork for students.
• Submit requisitions for supplies and services using the online ordering system.
• Manage petty cash and submitted requests for reimbursements for students and staff, and maintain records of expenditures.
• Collaborate with other organizational teams, including but not limited to the educational support services team, assessment evaluation quality improvement team.
• Assist the SL course director in meeting accreditation standards for the course.
• Offer additional administrative support to SL team as needed including but not limited to data entry, general office correspondence, preparing minutes, memos/flyers, making copies, scanning documents, etc.
• Resolve office problems independently and facilitate solutions; confer with supervisor to resolve more complex situations.
• Employ a collaborative approach to community engagement (CE) embedded in trust and sustainable partnerships such that CE improves social realities in our community.
• Promote diversity and inclusion in the curriculum and with intentional recruitment of CBOs and recruitment of mentors and educators.
• Develop and coordinate social media, on-line presence, and interactive communications for the SL course, including, but not limited to, the Einstein website, Canvas, Twitter, Discord.
• Uphold confidentiality of student information
• There may be offsite, evening, or weekend work required at times.
• Perform other related duties as assigned

• High School diploma required
• 5 years administrative experience required
• Administrative experience in a community-based organization or educational setting required
• Prior experience working with the Bronx community preferred
• Effective and respectful communication skills
• Excellent interpersonal skills and ability to work as a team
• Timely follow up to all e-mail and phone correspondence
• Creative and resourceful in overcoming challenges and conflict resolution
• Excellent organizational and database/interactive management skills
• Proficiency using Microsoft Outlook, Word, and Excel
• Technical proficiency to be trained in use of online educational platforms and financial systems
• Familiarity with Qualtrics is useful, but not required

$29.04

$29.57

$30.49

Albert Einstein College of Medicine is a research-intensive medical school. For more than 60 years, our diverse faculty and staff have set the standard for excellence in medical and graduate education and patient-centered clinical care, and have made major contributions to scientific research enhancing human health in our communities and beyond. Our mission is to prepare a diverse body of students to become knowledgeable, compassionate physicians and innovative scientific investigators, and to create new knowledge.

Einstein’s M.D. program prepares tomorrow’s physicians to excel in both the science and the art of medicine by combining the pursuit of scientific excellence with compassionate and humanistic care and the social mission to improve human health through engagement in our local, national, and global communities. Our Graduate Programs in the Biomedical Sciences train some of today’s brightest students to become the next generation of leading scientific researchers, while our Medical Scientist Training Program (resulting in both M.D. and Ph.D. degrees) embraces a comprehensive “bench to bedside” philosophy to nurture the development of well-rounded physician-scientists. In all, the College of Medicine offers six graduate degree programs.