Student Liaison Coordinator

Ball State University

Muncie, IN

Job posting number: #7141374

Posted: April 21, 2023

Application Deadline: May 5, 2023

Job Description

Provide receptionist, secretarial and office support to the physicians, all medical students, faculty and staff at the Center for Medical Education; manage rotating medical students including the onboarding and living arrangement programs; manage the Volunteer Clinical Faculty program.
The Center for Medical Education welcomes applications for a Student Liaison Coordinator.

The Center is an academic unit within Ball State University and serves as a regional campus for the Indiana University School of Medicine. Located on the campus of IU Health Ball Memorial Hospital, the Center provides a full four-year medical doctor training program for medical students of Indiana University.Job Function:Provide receptionist, secretarial and office support to the physicians, all medical students, faculty and staff at the Center for Medical Education; manage rotating medical students including the onboarding and living arrangement programs; manage the Volunteer Clinical Faculty program.Minimum Education:Associate's degree in office administration, business administration, medical administration or related field; or two years of additional experience will be accepted in lieu of an associate's degree.Minimum Experience:At least one year of office administrative experience.Preferred Experience:Additional years of related experience.Duties and Responsibilities:Manage onboarding program for rotating medical students including handling living arrangements for monthly rotating medical students in 3rd and 4th year medical school Clerkships; purchase supplies; work with faculty and staff at Maplewood Guest House to assist monthly rotating medical students.Oversee daily set up of classrooms for lectures including opening the Center, preparing computers, projectors, screens and display PowerPoints; assist Educational Specialist and faculty with Canvas administration.Prepare all Direct Pay Requisitions for all Volunteer Clinical Faculty and residents for clinical courses; complete W-9 forms for physicians and communicate with Purchasing for completion in SciQuest; update W-9s annually with any changes.Order office supplies for Center, including small equipment and hospitality items for special events and Volunteer Clinical Faculty; manage and distribute inventory of hospitality items; locate vendors and complete expense vouchers from Indiana University Foundation accounts for these purchases. Assist students with approved purchases from student fund accounts.Coordinate with both the Property Manager and Department of Facilities and Maintenance for IU Health Ball Memorial Hospital concerning general maintenance issues for Maria Bingham Hall and the E.F. Ball Medical Education Center; Request services and monitor completion of repair and preventative maintenance in research labs, classrooms, and offices; manage Center key distribution and tracking for all faculty, staff and students; maintain records for key distribution to research faculty in compliance with the Indiana Public Licensing Agency and Drug Enforcement Agency; maintain listing of all lockers in building and distribute information to students as needed; manage Chemical Inventory list for research faculty in compliance with local, state, and federal guidelines (i.e. OSHA).Assist Administrative Coordinator in organizing and updating calendars for class information in the Learning Management System (Canvas); assist in scheduling computer lab for National Board of Medical Examiners and Examsoft online exams in secure computer lab.Serve as receptionist for Center for Medical Education; answer phones; greet visitors, physicians, students and faculty members; assist Administrative Coordinator with student events, luncheons, and visiting IU faculty; assist in coordinating calendar for IUSM-Muncie Director.Assist Administrative Coordinator with admissions interviews for prospective IU School of Medicine applicants; provide assistance for the students being interviewed including answering any questions; serve as back-up for Administrative Coordinator.Sort and distribute daily mail and packages for faculty, students and office staff; fax and scan information for students and faculty;Organize and maintain financial and student records; shred outdated files; maintain bulletin boards in classrooms, main office areas, and update information on boards for faculty news.Prepare necessary travel forms for IUSM- Director and Faculty in Banner weekly.Perform other related duties as assigned.Maintain regular and predictable attendance.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.


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More Info

Job posting number:#7141374
Application Deadline:2023-5-5
Employer Location:Ball State University
Muncie,Indiana
United States
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