Job Description

Job Description
The Office Administrator provides high-level administrative, operational, and academic support to the Department of Medical Education. This position plays a critical role in maintaining the accuracy and integrity of student academic records and is key in supporting the student lifecycle from matriculation through graduation, supporting curriculum operations, handling complex academic record functions, coordinating departmental logistics, and ensuring effective communication across faculty, staff, students, and external partners.

Duties for this position include the following:

Academic Records & Data Management
Maintain, organize and secure permanent academic records in compliance with institutional, state, accreditation standards and FERPA standards
Monitor, track and support grade entry, auditing, and related academic record management
Track enrollment updates, remediations, grade changes and process schedule changes, course adjustments with accuracy and efficiency in the student information systems
Manage and maintain digital student files and coordinate preparation and digitization of student files. ensuring compliance with document retention policies, including Banner electronic document system
Design and compile data for reports for leadership, committees, and external agencies, securely maintaining data
Serve as point person for medical education verifications, handling intake from requesting agency, processing and completing in a timely and accurate manner
Update, reconcile and prepare class rosters, student lists and enrollment records

Administrative & Operational Support
Serve as the primary administrative support for the Department of Medical Education leadership team, including the Chair, Director, Registrar, Assistant Dean or Clerkship and Longitudinal Curriculum, and Phase 3 Director
Manage the day-to-day clerical functions of the department, Including departmental calendars, schedule meetings, coordinate room reservations and logistical needs
Prepare web site content for communication within the university or to external audiences.
Draft and prepare correspondence, reports, meeting materials, spreadsheets, presentations, and departmental communications
Monitor departmental email accounts, respond to student Inquiries regarding enrollment, records, and scheduling, and direct communications appropriately
Oversee office workflow, including mail distribution, supply ordering and deliveries, document preparation and record organization
Participate in continuous improvement initiatives related to recordkeeping, workflow efficiency and student support processes. Curriculum & Program Coordination
Assist with management of the M3 Ring Structure and Electives, including scheduling, tracking, and communication with faculty and students and updating curriculum content in teaming systems
Support planning, logistics, and execution of the M3 Orientation program
Prepare and organize promotion packets and related materials for review committees.
Track, monitor, and manage clerkship curriculum expenses and budget-related documentation ensuring compliance with budgeting guidelines and compliance

Examination & Assessment Support
Assist in exam preparation and administration, including logistics, proctoring and coordinating accommodations
Maintain compliance with established testing standards and procedures.
Visiting Student Learning Opportunities (VSLO) Program
Work with the Department Director to support all administrative functions of the VSLO program.
Process visiting student applications; verify documentation completeness and eligibility.
Coordinate with department clerkship coordinators to facilitate student placement.
Collaborate with Employee Health to ensure immunization and health requirements are met.
Facilitate credentialing and system access with IT and Medical Affairs
Maintain accurate VSLO student records and ensure required data is entered into the LMS for accreditation reporting.

Accreditation & Policy Support
Assist with gathering, organizing, and maintaining documentation required for accreditation
Support ongoing compliance efforts by maintaining accurate data and assisting with reporting
Assist with coordination, revision, and maintenance of the student handbook and related departmental policies