Student Affairs Officer I 8/12/2016
University of California - Los Angeles Medical Centers
Los Angeles, CA
JOB DESCRIPTIONJob Title:
Student Affairs Officer I
Student Affairs Officer I
Reed Neurology-Westwood, CA.
$20.31 / $3533
$40.13 / $6983
Layoff Referral Deadline:
A. GRADUATE STUDENT REGULATORY ACTIVITIES AND PAYROLL
*Serve as Administrator for the Department of Neurology Academic Graduate Student Section, reporting to the Director of Education.
*Act as the primary signatory for the department to activate all appointments, stipend award and other payments to all Graduate Student titles in Department of Neurology
Serve as department liaison with the UCLA Graduate Division, Campus Human Resources - Benefits Office, and Campus Payroll. Serve as primary internal department liaison with Neurology personnel and fund management offices regarding academic apprentice issues.
*Manage payroll, personnel & benefits issues, visas, etc. for Graduate Student titles. Oversee entry of personnel/payroll data into Employee Database (EDB) including: appointments, separations, benefits selections, address, and Sure-pay completed by program staff.
*Using PAN system, audit entry of personnel/payroll data into Employee Database (EDB) including: appointments, separations, benefits selections, address, and Sure-pay completed by program staff.
*Oversee and approve preparation of all materials required for pre- and postdoctoral fellowship appointments and stipend payments.
*Oversee internal departmental process for obtaining authorization on supporting documents for personnel/payroll actions including fund transfers, fund source changes, and reappointments.
*Counsel incoming trainees on UCLA and departmental policies and procedures and any other relevant information. Act as informational resource for trainees as well as for Neurology faculty and administrators regarding academic apprentice Issues.
*Oversee and manage database systems for monitoring appointments with varying end dates, and for verifying training of current and past trainees.
*Audit and review hiring/payroll information as well as monitor compliance with confidentiality, HIPAA, and other departmental/hospital regulations for clinical practice on behalf of clinical Intern/Externship programs.
*Oversee the creation and maintenance of the Neurology Academic Trainee job board *Coordination of department institutional training grant slots, and other department trainee openings.
*Initiate follow-up communications and investigate problems or concerns on behalf of trainees and resolve and/or make recommendations as appropriate.
*Serve as the department of record for all academic apprentice titles and other academic trainees in the system.
B. MEDICAL STUDENT CLERKSHIP AND ELECTIVE COORDINATOR
COORDINATOR: NEUROLOGY FOURTH YEAR MEDICAL STUDENT CLERKSHIP AND EXTERN PROGRAM
*Respond to initial inquiries; management of VSAS website for visiting applicants; coordinate student placement on the wards; prepare applications for review and processing, arrange details with course attendings and ensure evaluations are completed at the end of each course. Prepare yearly rotation schedule; maintain up-to-date and accurate students files as established by department guidelines and University policies and procedures.
*Interface with Student Affairs Office on all aspects of course procedures and annual review of the Handbook of Courses for Fourth year medical students. Arrange for hospital and medical record access according to established guidelines
COORDINATOR: NEUROLOGY THIRD YEAR CLERKSHIP FOR UCLA MEDICAL STUDENTS
*Serve as student coordinator for one of the five clinical sites; maintain accurate student roster throughout the academic year
*Order, arrange, and proctor the Neurology National Board of Medical Examiners Shelf exam twelve times a year in conjunction with the Student Affairs Office, UCLA School of Medicine
*Maintain up-to-date documents pertaining to all clinical sites within the clerkship on the education platform, GRYPHON
*Assign attending and resident evaluators in a timely manner on the evaluation platform: Mycourses, and ensure all student evaluations and final grades are completed
*Ensure clerkship compliance with LCME regulations
*Orientation Day: Organize, plan, and administer six all-day orientation sessions per year in conjunction with the Psychiatry education coordinator
LIAISON FOR GRADUATE AND UNDERGRADUATE COURSES WITHIN DEPARTMENT OF NEUROLOGY
*Utilize Counselor Desktop to enter view and approve new courses/course information on behalf of the department. Work with undergraduate students to set up Neurology 199 independent study courses each quarter and handle all special requests for missing grades. Work with faculty on special requests to edit/change course schedules and facilitate accurate postings on the Neurology Education Website.
C. FELLOWSHIP REGULATORY AND ACCREDITATION ACTIVITIES:
*Coordinate all regulatory and accreditation issues pertaining to the department s ACGME-accredited fellowship programs (2 programs: to be identified)
*Monitor the two fellowship programs according to established ACGME standards and guidelines. Review and apply ACGME procedures pertinent to each fellowship program.
*Identifies appropriate resources and accountabilities involved with accreditation process.
*Review all program applications and reports prior to submission to ensure standards and compliance with regulatory agency.
*Assist with the UCLA internal audit, including preparing any required documentation and scheduling meetings/interviews.
*Coordinate all aspects of the two ACGME accreditation application process: completing necessary paperwork, program documents, mailed submission, and proper follow-up.
*Coordinate all aspects of on-site visits.
*Establish and manage departmental requirements for the ACGME accredited graduate medical education programs.
*Provide and respond to information from governmental agencies relating to the evaluation and accreditation of programs in graduate medical education.
*Manage data collection, database construction, data entry, and report production.
*Coordinate entries for the ACGME and GME Track databases for the two fellowship programs.
D. ADMINISTRATION AND EVENT MANAGEMENT
*Act as an Event Planner for Education Office responsible for managing the overall organization and execution of conferences and events associated with the department s residency/fellowship programs, volunteer faculty, visiting and full-time faculty, Graduate Education Committee, including post-doc and graduate students.
*Coordinate aspects of regular Office of Education event calendar including the Annual Neurology Alumni Day and Trainee Poster Presentations, Annual Neurology Graduation, and other CME or Educational Conferences within the department.
*Establish and maintain project communications with Education Director, various faculty members, trainees, students as well as administrative staff. Work with Chair s and Program Director s assistants and Education Director to establish annual event dates, schedules, and changes.
*Prepare budget projections and reconciliations for each event for Education Director s approval. Review final invoices and generate final/actual budgets for Education Director to review.
*Coordinate external vendors and all conference-related needs for speakers, including hotel accommodations, transportation, slide presentation, food, parking, equipment needs, entertainment, etc. Provide audiovisual support for all educational conferences.
*Research sites, including site inspection, and negotiate contracts to ensure that the