Job Summary

The Drexel University College of Medicine Assistant to the Deans, Student Services Specialist is the primary point of contact in the Office of Student Affairs for communication with students, faculty, staff and visitors. The position serves as a liaison between students, student services and business function areas within the College of Medicine, the University and with external clients, as necessary. The position provides executive level assistance and administrative support to a minimum of 2 and a maximum of 4 Deans, performs diversified duties, maintains confidential data, and ensures a smooth flow of office processes and functions. The position is also the primary point of contact for medical students, assisting them with a wide range of services while also exercising discretion in handling confidential, sensitive and timely information. The position also assists in the planning, preparation, and execution of several key student events. This position also serves as the liaison between the Office of Disability Resources for all COM student accommodation processing and tracking, coordinates all faculty and staff interviews in OSACA, onboard new employees, and revise and improve office operations and databases at an executive level.

Essential Functions

• Serve as the primary Student Affairs point of contact and services specialist for medical students:
• Provide a positive and welcoming environment.
• Interact with students in person, via email or by phone, to answer questions, address concerns, schedule meetings with Deans and/or assist with accessing appropriate resources.
• Serve as a liaison for medical students at all levels, assisting with access to resources and services throughout the College of Medicine and the University.
• Serve as the primary point of contact for incoming students prior to August of their M1 year if they have misc. questions related to their schedules, Blackboard, required materials (iPads & related tools), best places to live, how to commute to HSB, etc. (Admissions related work)
• Coordinate student excusals with court offices in PA, New Jersey, Maryland, California, etc. when students are summoned for jury duty.
• Coordinate appointments with the Student Affairs Deans as part of the Student Affairs Residency Advising process.
• Coordinate appointments with Dr. Baranwal, Senior Associate Dean for Student Affairs, Dr. Ellen, Assistant Dean of Student Affairs, Dr. Amy Fuchs, Associate Dean of Student Affairs for Career Advising (when her assistant is OOO), and Dr. Salhi, Assistant Dean for Student Affairs, Diversity, Equity, & Inclusion (when her assistant is OOO). There were only (2) Student Affairs Deans in 2021.
• Serve as the primary point of contact for faculty and staff to the Office of Student Affairs, serving as a liaison to appropriate Student Affairs functions and/or staff, and to schedule meetings with the Deans of Students as needed.
• Maintain calendars, schedule appointments, provide administrative support, and coordinate meetings and travel arrangements for the Senior Associate Dean for Student Affairs and Assistant/Associate Dean(s) for Student Affairs.
• Maintain calendars, schedule appointments, provide administrative support, and coordinate meetings and travel arrangements for Dr.Baranwal, Senior Associate Dean for Student Affairs, Dr. Ellen, Assistant Dean of Student Affairs, Dr. Amy Fuchs, Associate Dean of Student Affairs for Career Advising. There were only (2) Student Affairs Deans in 2021.
• Primary point of contact when leaders of various COM and Drexel University divisions would like to meet with the Deans
• Provide administrative support during these meetings as needed.
• Schedule appointments and provide administrative support for the Director of Student Affairs and Assistant Director of Student Affairs as needed.
• Coordinate IT support, facilities support, and parking requests for all Student Affairs staff and SGA clubs/organizations.
• Create, maintain and update student databases and student files.
• Create, maintain, and update PHL and WR student contact information sheets, which include Student Names, Cell Numbers, Emails, Society Information, Emergency Contact Information, etc.
• Maintain and update the Out-Of-Phase/Change of Status Enrollment Database.
• Maintain and update (3) COM Student Classroom, Testing, and Clinical Accommodation databases, and shares student accommodation information with the Offices of Curriculum, Assessment & Evaluation, Clinical Education
• Collect and compile COM Student Classroom, Testing, and Clinical Accommodation data from 2017-Present for future projects and  scholarship
• Serve as liaison lead to all staff and faculty position searches, including coordinating all screening and in-person interview days
• Onboard new OSACA employees, including administrative processes, calendars, operations, etc.
• Participate in the preparation of the Medical Student Performance Evaluations (MSPE) for 4th year medical students. Coordinate individual MSPE process components as assigned.
• Manage and coordinate the meetings of the Promotions and Advancement Committees and assist with associated pre-meeting and/or post-meeting correspondences and tasks.
• Coordinate monthly Wellness Committee meetings and manage the Student Wellness programs and initiatives, along with the Student Wellness Representatives and faculty committee members. Coordinate fundraising/donation efforts and LCME data related to Wellness programming.
• Maintain DUCOM pass app changes quarterly along with the TIME office
• Assist in planning and execution of College of Medicine programs and milestone events including such as First Year Orientation, Commencement, and Student Government Association programs and events. Includes coordination and management of key day-of components of both White Coat Ceremony and Commencement.
• Plan and execute OSACA annual team retreats
• Assist SA Deans with annual Student Handbook editing and revision
• Participate in planning and execution of Student Government Association Events.
• Assist with operational and business functions within the Office of Student Affairs.
• Assist in development and execution of special projects as assigned.
• Other duties as Assigned

Required Qualifications

• Minimum of Master's Degree in or the equivalent combination of education and work experience. 
  • Please review the Equivalency Chart for additional information.
• Minimum of 3 years of applicable experience
• Excellent oral and written communication skills, interpersonal skills
• Strong organizational skills
• Ability to handle confidential information and exercise discretion
• Demonstrated flexibility in organization of workflow and adaptability to changing tasks
• Detail-oriented with ability to multi-task and problem-solve in a fast-paced environment, and prioritize tasks effectively
• Ability to work collaboratively within diverse teams, including faculty and staff from multiple divisions
• Ability to interact with discretion and confidentiality
• A self-starter who takes initiative and is willing to learn new software and products
  
  

Preferred Qualifications

• Proficient knowledge & experience with Windows products; Proficient in MS-Word, MS-PowerPoint, MS Excel.

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, grade J. Compensation for this grade ranges from $47,490.00to $ 71,230  per year . Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation framework. For information about benefits, please review Drexel’s Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

Additional Required Documents

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