Director of Student Affairs
The Director of Student affairs reports directly to the Associate Dean for Student Affairs, Foundational Sciences and is responsible for the administration and management of the Office of Student Affairs (OSA), its component activities, including the supervision of the Associate Registrar, Clinical Course Advisor, Event Coordinator, Budget and Finance Officer, Administrative Support Associate, day-to-day operations, and functionality of the staff. The Director has no faculty teaching duties in the classroom but is intimately involved with the design, implementation, and production of the numerous co-curricular programs and activities provided by this unit. This position is responsible for managing data using a variety of computer applications, making independent decisions within university policy, interpreting, communicating, and adhering to policies and procedures, student personnel management, scheduling, student development, developing and maintaining effective working relationships with and among students, faculty, staff, and other external entities while providing excellent customer service. This position is also expected to make independent administrative decisions regarding personnel matters and office budget management.
40% - Business Administration / Program Management:
- Perform administrative and/or management functions involving independent exercise of judgment and discretion.
- Provide direct oversight and support of the registrar in relation to successful record keeping and student grade procedures as in accordance with all related Brody SOPs. ·
- Serves as primary representative for the Office of Student Affairs for all short- and long-range calendar planning meetings to ensure OSA events align with the curriculum.
- Maintains a working knowledge of curriculum calendars, assessments during preclinical and clinical years, NBME exam expectations, and other requirements and expectations .
- Manage and update the BSOM Office of Student Affairs website.
- Manage and update the BSOM Office of Student Affairs social media sites.
- Day-to-day oversight of all activities handled by the office (primary 'problem-solver').
- Collaborates with OSA Associate Deans to create and implement workflow efficiencies and policy decisions on an ongoing basis.
- Oversee OSA staff's contributions to meeting LCME standards.·
- Supervise the maintenance of confidential records dealing with student academic performance.
- Proactively seek and participate in training workshops and conferences to gain information about office functions, as appropriate.
- Provide ongoing feedback to office personnel for professional development and operational improvement.
- Onboard and train all new staff for new roles and responsibilities. Prepare new hire checklist in compliance with ECU Human Resources policy. Create schedule of meetings and trainings for new hires and schedule 1:1 meetings for new hires to get to know important faculty/staff.
- Screen and interviews applicants, in conjunction with ECU Human Resources and the Associate Deans of Student Affairs.
- Ensure quality staffing appropriate to serve program support needs.
- Ensure that staff is trained in various software systems (Elentra, 25 LIVE, Banner, Kronos, Canvas, Turning Point, Panopto, etc.) and verify that all staff are completing their assignments.
- Prepare annual performance plans and individual goals for all staff in the office. Review plans at the end of the year and complete performance evaluation. Meet with staff during each time of year to review plan creation and evaluation to ensure goals are being met and staff are fulfilling job duty requirements.
- Supervise the maintenance of confidential records dealing with employee work performance and related personnel activities.
- Provides leadership and organizational support to all members of OSA to create and implement strategies designed to meet the programming goals of the Brody School of Medicine.
- Will be responsible for cultivating teamwork, accountability, and collaboration for continuous improvement as part of a diverse and multi-disciplinary group.
- Spokesperson for the Office of Student Affairs regarding inter-department communication.
- Serves as an essential liaison among senior leadership, vendors, and students to promote and improve communication and operation areas of OSA.
- Serve as primary representative of OSA staff at all academic calendar planning meetings for the Brody School of Medicine.
- Serve as primary representative of OSA staff at all planning meetings for the Clinical Foundations Seminar course.
- Serve as primary representative of OSA staff in all meetings involving modification of existing or creation of new Office of Student Affairs SOPs.
- Provide direct support to the Promotion and Review Committee Chairs, maintaining agenda/minutes and detailed records of student incidents and communication to students.
- Provide direct support to the newly formed Professionalism and Community Standards Committee Chair, maintaining agenda/minutes and detailed records of student incidents and communication to students.
- Collaborates with Assessment Team in OME to create and implement workflow efficiencies and policy decisions on an ongoing basis, as needed.
- Serve as a resource member representing the OSA staff while attending Medical Student Council and all curriculum committee meetings.
- Serve as primary representative for OSA staff for clerkship coordinator meetings.
- Will provide direct administrative support and programmatic support to newly created learning communities.
- As the manager of the Office of Student Affairs (OSA), the Director of OSA is responsible for maintaining its essential functions in instances of transitions in staff and leadership.
- Establish and commit to a course of action in order to accomplish short-range goals, in coordination with the mission/vision of the university.
- Provides vision and oversight for the office, in addition to supervising office staff, defining workflow and working with stakeholders across the BSOM.
- Works collaboratively with the Office of Medical Education, the Office of Admissions, the Office of Student Development and Academic Counseling, the Office of Diversity, the Simulation Center, the Administration of Academic Affairs, Clerkship and Course Directors and Coordinators, the Student Involvement and Leadership Office, and the Office of Data Analysis and Strategy.
- Work with other offices in Academic Affairs to create an ongoing continuous quality improvement plan for Liaison Committee of Medical Education (LCME) reporting.
- Manage logistical planning for major co-curricular programs/activities, policy, or other Brody School of Medicine major events in which the Office of Student Affairs has a leading role in process implementation.
- Create annual operational plans and budgets for the office.
- Oversee spending and monthly reconciliations, manage equipment inventory and student space utilization.
- Hold stakeholder meetings with vendor partners to ensure delivery on terms of contracts.
- Tracks, organizes, and maintains budgets for Student Affairs and the Brody student organizations (includes travel and reimbursements).
- Ensures faculty, staff, and students are in compliance with University budget and travel policy.
Special Instructions To Application:
Applicants must be currently authorized to work in the United States on a full-time basis. At the time of employment two to three original letters of reference, official transcripts, a criminal background check, and proper documentation of identity and employability are required. Please be aware that if selected for an interview, an automatic e-mail will be sent to the individuals entered by the applicant in the references section of the PeopleAdmin applicant tracking system. Letters of reference submitted via the PeopleAdmin applicant tracking system will be verified and considered towards meeting this requirement.
Relevant post-Baccalaureate degree in a relevant field of study; will accept a Bachelor's degree in business or a closely related field and a minimum of two years experience in higher education. All degrees must be received from appropriately accredited institutions.
Full time or Part time: Full Time
Position Location (city): Greenville
Position Number: 500486
Organizational Unit Overview:
The Academic Affairs Division supports the mission of the Brody School of Medicine by encouraging excellence and innovation in teaching, research/scholarship, student development and community engagement as we strive to prepare students for a lifetime of professional and community contributions in a culturally diverse world. BSOM's faculty and staff include outstanding physicians and scientists all of whom are enthusiastically committed to providing BSOM's students with a quality medical education.
The mission of the Office of Student Affairs is to create a supportive environment in which medical students may develop personally and professionally, and to maintain records of students' accomplishments toward their medical school requirements.