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Careers at Drexel

About Drexel University

Located in the heart of Philadelphia, Drexel University is a world‐class, comprehensive, R1 research institution and a global leader in experiential education. For more than 100 years, our renowned Cooperative Education (co-op) program has enabled students to gain professional work experience before they graduate, setting them apart from their peers.

Committed to becoming the nation’s most civically engaged university, Drexel supports engagement along three dimensions: research and academic programs that directly benefit communities, business practices that support equitable local and regional economic development, and public service by students, faculty, and staff. Our engagement is long‐term, multigenerational, and fundamental to the University’s mission, heritage, and future.

At Drexel, we are devoted to fostering an inclusive and welcoming environment that promotes healthy lifestyles and is based on integrity, trust, and respect. We center equity, inclusion and belonging, and incorporate an anti‐racism approach to our strategic plan, organizational systems, policies and structures.

Drexel offers its highly engaged faculty and professional staff a comprehensive and world‐class benefits package that includes generous vacation and paid time off as applicable (including civic engagement days), up to an 11% 403(b) Retirement Plan match with immediate vesting, and remote and flexible work options for many roles. Our exceptional medical plans include domestic partner and fertility assistance and our award‐winning A Healthier U wellness program. In addition, faculty and professional staff at Drexel enjoy free tuition for themselves and their dependents for Drexel degree programs, certification, and non‐certification programs. And as part of the tuition offering to employees, Drexel participates in a tuition exchange program for dependents with other higher education institutions. These are just a sample of our extensive benefit offerings. Please see this Benefits Brochure for more information.

Office Manager I

Apply now Job no: 500335
Work type: Full-Time
Location: Other - Philadelphia, PA
Categories: College of Medicine

Job Summary

This position is responsible for assisting the Associate Dean and Director of the Office of Clinical Education by providing direct support of projects and activities of the Office by utilizing leadership, decision making and administrative skills. Position facilitates all medical student educational affiliation agreements and DOCSS support for the College of Medicine. Responsible for accurate communication on behalf of the University. Exercises judgement utilizing extensive knowledge of departmental and institutional policies and procedures.

Essential Functions

  • Works closely with clinical sites, including maintaining two-way dialogue to facilitate medical students.
  • Performs tasks related to all aspects of evaluations following established protocol, including but not limited to:
  • Monitoring submission of home evaluations in DOCSS to maintain compliance with LCME, securing overdue evaluations. Routine reporting and follow up required. Significant contact with faculty. Requires strong communication skills.
  • Communicating and securing evaluations for Drexel students attending electives at non-Drexel (away) approved sites. Significant contact with away facilities. Requires strong communication skills.
  • Timely keying of evaluations on behalf of faculty/residents into DOCSS system.
  • Timely keying of all evaluation revisions into DOCSS, documenting and securely transmitting revisions to Registrar
  • Provides back up to DOCSS “Help Desk” as needed and troubleshoots user issues until resolved.
  • Oversees users’ accounts and accessibility in DOCSS system. Communicate and provide DOCSS help/training for course directors, coordinators, and evaluators as needed.
  • Initial creation of course evaluations in DOCSS; set up of evaluations for new courses.
  • Creates new reports and generates reports from DOCSS as appropriate or requested.
  • Performs all necessary functions to secure academic affiliation agreements as requested to comply with LCME accreditation standards. This includes but is not limited to preparing agreement, coordinating review with the Office of General Counsel, securing signatures, and maintaining files and database of all agreements.
  • Maintain accurate, tracked database of status of all agreements including requirements and terms.
  • Submit requisitions to secure POs as appropriate, secure invoices and ensure timely payments per agreement terms.
  • Secures housing for Drexel medical students, this includes but is not limited to:
  • Identifying and securing safe living space according to Drexel’s policies, this may include site visits, coordinating funding, speaking with potential landlords, etc.
  • Securing sample lease, completing all Drexel paperwork for approval, including securing funding, and securing final lease, if approved
  • Managing all aspects of housing including setting up housing which may include all utilities, all furnishings, then monthly payments
  • Managing all aspects of assigning students and checking students in and out of housing or arranging check in/out with landlord.
  • Keeping spreadsheet of all housing assignments by date and address/room managed by Drexel for Clery Act and report to Safety as requested.
  • Monitor and submit payments for expenses generated by the Office of Clinical Education, ensuring policies are adhered to.
  • Coordinate travel arrangements as needed for faculty and staff in the Office of Clinical Education, ensuring policies are adhered to.
  • Monitor and prepare monthly Purchasing Card reports for the Office of Clinical Education, ensuring all receipts are accurate and reports are submitted in a timely manner.
  • Oversee coordination for events coordinated by Office of Clinical Education (annual Medical Education Day, Commencement Luncheon, Site Visits, CME activities, etc)
  • Creates new data bases.  Enters, maintains, manipulates, and extracts data from new and existing databases.
  • Provides information regarding student schedules to departmental coordinators, clinical sites, Dean’s Office, Financial Aid Office, Medical Education, Registrar’s Office, and others as requested.
  • Provides day-to-day back up support to Office Director, Assistant Director and other Office staff as needed.
  • Maintains confidentiality of workplace information according to the policies and procedures of the Office and Drexel University College of Medicine.
  • Attends meetings as requested to record minutes.
  • Back up support to proctors NBME Shelf Exams at the end of each Block (every 5 weeks plus make up dates).  Attendance on specified dates mandatory.
  • Assumes other such duties as may be assigned.

Required Qualifications

  • Minimum of bachelor’s degree or Equivalent
  • Minimum of Seven years of demonstrated work experience in educational or medical setting highly considered in lieu of college degree.

Preferred Qualifications

  • Interacts with discretion and confidentiality.
  • Demonstrated flexibility in organization of workflow and adaptability to changing tasks with
  • ability to reprioritize tasks.
  • The ability to communicate (both verbally and written) clearly and efficiently with faculty, students, etc., in a professional manner.
  • Proficient knowledge of Windows products; Proficient in MS-Word and MS-Access required.
  • Demonstrated skills of standard computer applications: word processing, database, and
  • spreadsheet required.  Working knowledge of computerized calendars and e-mail systems
  • required.
  • Self-starter and willing to learn new software.
  • High energy level and ability to work with minimal direction required.
  • Excellent organizational, interpersonal and communication skills required. 
  • Must possess a well- developed sense of composure under stressful situations.
  • Ability to draft memos, letters, and basic documents required.
  • Superior grammar, spelling and punctuation required.  Excellent proof reading and editing skills.
  • Demonstrated responsible decision-making skills required.

Physical Demands

  • Typically sitting at a desk/table
  • Typically standing, walking
  • Lifting demands <25lbs

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt with a salary grade of I. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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Drexel University is an Equal Opportunity/Affirmative Action employer that welcomes individuals from diverse and neurodiverse backgrounds and perspectives, and believes that an inclusive and respectful environment enriches the University community and the educational and employment experience of its members. The University prohibits discrimination against individuals on the basis of race, color, national origin, religion, sex, sexual orientation, disability, age, status as a veteran or special disabled veteran, gender identity or expression, genetic information, pregnancy, childbirth or related medical conditions and any other prohibited characteristic. Please visit our Policies page to view all University policies related to Human Resources and News and Announcements for workplace postings.

Background investigations are required for all new hires as a condition of employment, after the job offer is made.

Please note, the city of Philadelphia has mandated the COVID-19 vaccination for all Universities. More information can be found in the COVID-19 Vaccination Policy.

Drexel University, in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) publishes the Drexel University Security & Fire Safety Annual Report for current and prospective students and employees. This report contains important safety information and crime statistics for the previous three years. These statistics pertain to reported crimes that have occurred on campus, in certain non-campus buildings or properties that are owned or controlled by Drexel University, and on public property within, or immediately adjacent to and accessible from the campus.

Printed copies of this report are also available by calling the Public Safety Administrative Office, 215.895.1550.

Additional information about the services provided by the Drexel University Department of Public Safety can be obtained by visiting their website.

Position Type

Work type

Locations

Philadelphia

Categories

Division / College