Manager Student Services- Martinsburg

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree.

EXPERIENCE:

1. Three years of experience in higher education or executive office setting.

2. Three years of experience that includes working with complex institutional processes, coordination of major events, and coordination of multiple units towards a unified successful program.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Master's Degree in related field of Education or healthcare related field.

EXPERIENCE:

1. Human resource, financial management, and student advising experience are desirable due to the complexity of office operations.

CORE DUTIES ANDRESPONSIBILITIES:The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Direct the registrar services for the MD degree program in compliance with the Liaison Committee on Medical Education (LCME) accreditation policies/procedures and the Office of the University Registrar, including but not limited to: management of academic records currently processed in an electronic portfolio system (E*Value); oversight of the md degree registration process; oversight of the narrative evaluation, transcript grade process; management of accurate and correct University audits in Degree Works; processing of student status changes, e.g. Leave of Absence/Dismissal/Withdrawal.

2. Responsible for personnel policies and supervision of the staff of the Student Services office. Oversees hiring and supervision of state funded Mountaineer Temps as necessary. Strong emphasis on the communication, confidentiality and customer service for the third and fourth year medical students assigned to the Eastern Campus.

3. Responsible for oversight of the Student Services Office budget, including purchases, hotel and conference travel, textbooks, testing costs, and supplies for the operation of the office. Responsible for submission of bi-weekly P-Card purchase reports, annual budget, and year end budget report. Execute projected technology purchases for office operation, including computers, and all office machinery and supplies. Sim Lab equipment requests.

4. Supervision of Academic Projects sponsored by the WVU School of Medicine Eastern Campus. These include, MedChefs Culinary Medicine Program, MedSTEP Program with Shepherd University, for mentoring pre-professional students, arranging shadowing experiences for undergraduates students interested in Medical and PA school applications, and the Culinary Track Program for WVU Medical Students.

5. Report maintenance, safety and security Issues for the physical plant of the RCB Health Sciences Center, including student safety, ID badge and tracking. Manager coordinates scheduling of fire and sprinkler safety inspections quarterly. Schedule regular maintenance to building equipment and necessary repairs in student use areas.

6. Responsible for accreditation site visits activities and reports for the School of Medicine. Coordinates accreditation site visits logistics, including lodging for site visitors, transportation, room arrangements and catering for meetings. Arranges itinerary for site visitors with the various individuals and groups. Prepares portions of the accreditation report. Responsible to All required Affiliation Agreements with agencies providing academic training sites and the maintenance of these Affiliation Agreements.

7. Oversees planning for Eastern Campus faculty and student events. Coordinates travel and transportation for Deans and required SOM Meetings in Morgantown and other AAMC conferences. Provides photography for student events as needed.

8. Collects materials and prepares annual and special reports as requested by the Regional Campus Dean, Associate Dean for Student Services, and the Dean or his/her staff for the President, Board of Trustees, state legislature for test results and academic reporting. Maintains residency placements and past graduates. Maintains all academic data and affiliation agreements.

9. Responsible for maintaining preceptor scheduling as relates to payroll. Oversees reporting evaluations and teaching hours for faculty evaluation (promotion, tenure, termination and continuation) at Health Sciences Center level. Advises personnel and faculty on faculty evaluation procedures, including conducting seminars as needed.

10. Oversees the operation of the Simulation Lab and required Clerkship Simulation events for Academic requirements. Includes operation of the CAE Learning Space Program.

11. Oversees the Academic Advising and Scheduling of all MSIV Medical Students in regards to VSAS, meeting WVU SOM academic requirements for graduation, and residency match, (ERAS).

12. Coordinates scheduling of Berkeley Medical Center visiting learners, including orientation, badging and Immunization review.

13. Direct the planning, coordination and execution of the MD Professional Career and Development Programs for first and second year medical students, the third year orientation program, e.g. BootCamp!, and all five components of the third and fourth year students' professional/career development program, "Getting to Residency."

14. Direct the planning, coordination and execution of the MD major events in conjunction with University, HSC, and Alumni units including but not limited to: Graduation and Investiture, Awards Convocation, Annual Tailgate, Match Day Celebration, White Coat Ceremony, and Financial Management Seminars.

15. Direct the MD degree program participation in the national licensure testing services through the National Board of Medical Education (NBME) as the SoM NBME Administrator.

16. In collaboration with the HSC Wellness Director, create, implement and direct MD degree wellness student programs and events.

17. Other duties as assigned by the School of Medicine education leadership.

PHYSICAL REQUIREMENTS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent sitting and use of computer.

2. Driving of motor vehicle to rotation location, SoM events, and student professional development activities.

3. May be scheduled to work various shifts based on departmental and patient needs.

4. May be required to travel between facilities or buildings.

WORKING ENVIRONMENT:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Standard office environment and working conditions.

SKILLS AND ABILITIES:

1. Leadership, organization and management skills.

2. Analytical, evaluative, and objective critical thinking skills.

3. Ability to use e-mail, Microsoft Word, PowerPoint and Excel.

4. Exercise initiative, resourcefulness and sound judgment with the ability to problem solve and make decisions.

5. Ability to maintain multiple projects, manage complex schedules and meet deadlines.

6. Strong interpersonal skills and the ability to effectively work with senior management across organization orally and in writing.

7. Ability to foster team work, delegate and ensure accountability.

8. Excellent written and verbal communication skills.

9. Ability to maintain confidentiality of information.

10. Project management skills.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.