Student Services Generalist OR Senior Student Services Generalist, Medical Scientist Training Program

The office of Graduate and Medical Scientist Programs at the University of Virginia seeks a Student Services Generalist or Senior Student Services Generalist to help administer the Medical Scientist Training Program (MSTP).

JOB RESPONSIBILITIES

• Interacting directly with the Director (direct supervisor) and Associate Directors of the MSTP to oversee the running of all aspects of the Program that affect trainees.
• Facilitating the recruitment and admissions process, coordinating with the MSTP Director and Medical School admissions staff.
• Coordinating all financial matters, with the help of existing accounting administrators, pertaining to trainees (e.g. stipend payments, reimbursements, and payments for ongoing MSTP-specific activities).
• Support for trainees’ academic affairs (e.g. proper registration and informing trainees on university policies and corresponding with the University administration concerning trainees progress toward academic requirements).
• Support student affairs.

Recruiting and Admissions Administration:

• Respond to prospective applicant inquiries regarding application process, stipend and financial information, housing, and additional programmatic information, as well as information about living in Charlottesville.
• Evaluate individual applications for completeness; monitor incoming/ new application components; contact applicant when necessary to request missing components.
• Review and categorize all applications that are received by the Program.
• Extract applicant data from online School of Medicine admissions portal and then organizing relevant applicant data into secure shared Google Spreadsheets.
• Coordinate with MSTP Director to assign subset of applicants to members of the MSTP Faculty Advisory and Admissions Committee (MFAAC) and then collate MFAAC evaluations for the Director to decide on interview invitations.
• Work with MSTP director to plan and execute the logistics of virtual interviews (8 students per 2-day session) approximately once per month beginning in October (average 10 interviews per applicant). Conduct brief program academic and student affairs orientation for applicants during recruiting visit.
• Schedule monthly MSTP leadership admissions meetings.
• Communicate admissions decisions to applicants in coordination with the medical school admissions office.

Fiscal and Training Administration:

• Coordinate with Fiscal Director to resolve any student funding issues (e.g. missed stipend payment, registration blocks related to past due balances).
• Coordinate with MSTP Director to reconcile program budget monthly and report discrepancies with budget reports provided by GPO.
• Hold and reconcile UVa Purchasing Card.
• In coordination with the accounting administration, provide students with financial statements for mortgages, letters for leases, loan deferment paperwork, and letters for IRS audits.

Support for Academic Affairs:

• Ensure that students are properly enrolled in courses to maintain full-time status, in coordination with medical school registrar.
• Communicate information regarding university and programmatic policy and procedure regarding registration, academic progress guidelines and benchmarks, and other programmatic related options and information.
• Work with MSTP Director to assist students with coordinating their private and public dissertation defense in relation to the calendar window during which students need to return to their 3rd year clinical clerkships after defending their PhDs.
• Collect and update all data fields required by programmatic and institutional assessment matrices.
• Populate the BIMS (graduate/research) database with rotation mentor name(s), dates, evaluation(s); programmatic milestones (comprehensive/qualifying examinations, proposal defense, committee meeting dates and summaries, dissertation details); honors/awards; programmatic academic requirements; and miscellaneous data.

Support for Student Affairs:

• Work with the MSTP director to provide information to students on programmatic requirements.
• Cooperate with MSTP Director to support students in the compilation of external funding applications (e.g. NRSAs [NIH], Department of Defense, and American Heart Association applications).
• Provide financial assistance to MSTP trainee (APSA) committees as approved by the Director
• Assist MSTP Director in planning and executing program activities including the Distinguished Lecture visit with outside speakers, Molecular Medicine Lecture Series, monthly Research in Progress (RIP) dinners and programming, the annual Guide to Clerkships, and student recruiting.
• Provide students with letters confirming enrollment for scholarships and other purposes.
• Organize and attend twice monthly lunch advising meetings with first and second-year students and the MSTP Director or an Associate Director.

MINIMUM REQUIREMENTS

Student Services Generalist
Education: Bachelor's degree. Relevant experience may be considered in lieu of degree requirement.
Experience: At least two years of experience.

Anticipated Hiring Range: $50,000 - $60,000, commensurate with education and experience.

Senior Student Services Generalist

Education: Bachelor's degree. Relevant experience may be considered in lieu of degree requirement.

Experience: At least five years of experience.

Anticipated Hiring Range: $60,000 - $70,000, commensurate with education and experience.

PREFERRED QUALIFICATIONS

• Experience in advanced academic program and fiscal coordination
• Experience in supporting areas such as admissions, student records, and/or training grant administration

PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

** This position is open to a hybrid work schedule, the selected candidate will be required to work mostly on-site in Charlottesville, VA.**

For more information on the benefits at UVA, visit https://hr.virginia.edu/benefits . This position will remain open until filled. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

TO APPLY

Please apply through Workday , and search for R0043388. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

• CV or Resume
• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey during the final phase of the interview process. For questions about the application process, please contact Jeremy Brofft, Senior Recruiting Specialist at [email protected] .

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/ .

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines  webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.