What are the responsibilities and job description for the ADMINISTRATIVE MANAGER, CAREER DEVELOPMENT, School of Medicine, Student Affairs position at Boston University?
The Administrative Manager for Career Development is the primary source of information for students, faculty, and staff for all matters of residency application and related functions and processes. Preparation for the process begins early in medical school, with the bulk of the application process taking place in students third and fourth years. This role manages internal and external timelines, requirements, policies, tracking and materials all with the purpose of supporting students toward their ultimate medical career goals.
Core Responsibilities:
Residency Applications & Timelines: (35%)
- Remains up-to-date on policies and organizations who dictate match information & timelines (i.e. NRMP, other residency application portals, etc)
- Informing stakeholders of important application requirements and timelines, including but not limited to students, staff, Deans, Clerkship Coordinators, Department Heads, Field Specific Advisors
- Communication with students via email, in-person meetings, and website/Blackboard updates regarding career preparation requirements
- Develop and implement effective communication strategies for keeping students on-track
- Develop content and organize information to be delivered to students in mandatory Class Meetings and Orientations
- Establish systems for tracking and reporting student application progress and Dean progress in residency application process
Administration of Medical Student Performance Evaluation (MSPE): (30%)
The MSPE is a key component of a medical students residency application, outlining their academic record and accomplishments. The Administrative Manager oversees the process of building the MSPE from start to finish.
- Student/Dean assignment process and administration of Biosketch
- Primary developer of all students MSPE Draft (including evaluations, templates and datapoints)
- Review and finalization process of MSPE
- Upload of MSPE into application systems
- Residency Match data management and reporting
Administrator of Student Evaluations and Promotions Committee: (20%)
- Manage Committee membership and work directly with Chair to administer meetings monthly
- Draft student letters
- Meeting minutes for hearings
- Record keeping for student files related to committee
- Comply with School policies
- Student Record and data management and reporting
Other Administrative Responsibilities: (15%)
Student Letter/Document Requests:
- Oversee student document requests including but not limited to Postgraduate document requests, letters of support or recommendation, tuition reimbursement process
Support of Major Events and Programs:
- The Student Affairs Office oversees several of the largest events at the Medical School, including White Coat Ceremony, Orientations, Match Day, Awards Ceremony, and Graduation. This staff member will support these all-hands events in both preparation and execution.
Departmental Day-to-Day Operations:
- All SAO staff members contribute to day-to-day office workflow, including but not limited to answering phones, student locker assignments, booking student appointments with the Associate and Assistant Deans, greeting visitors, ordering office supplies, and replying to student inquiries.
Required Skills
Required Qualifications:
- Bachelor's Degree and 3-5 years of related experience
- Administrative experience
- Proficiency in WordPress, Outlook, and Microsoft Office applications- especially Excel
- Able to prioritize and multitask; event planning experience; sound judgment; the ability to work independently as well as in a team environment
- Strong organizational skills data management experience a plus
- Strong interpersonal and communications skills; able to maintain a high level of professionalism; ability to interact with many individuals at all levels
- Demonstrated interest and experience in higher education
- Willingness to learn about medical education, physician career planning, AAMC, NRMP and other organizations involved in medical student's career pathways
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.
