Manager, Student Advising

University of Utah

Job Summary

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine (SOM) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism, collaboration, and inclusivity. The Student Advising Manager assists medical students with advising, scheduling, career exploration advising, lead events, and identity development activities. In addition, cross-train in all aspects of Student Affairs, including involvement in and completion of recurring projects and events, and provides additional support during busy seasons.

Responsibilities

Role Specific:

• Acts as a point of contact for the School of Medicine’s students, faculty and guests; maintains a welcoming and positive environment within the Office of Student Affairs.

• Program managers holistically advise medical students (MS1-MS4) with academic advising and scheduling, career exploration advising, leading events, and identity development activities and facilitation of Gallop Strengths.

• Meets with medical students to provide information and guidance on all academic related issues such as graduation requirements and exceptions, visiting student learning opportunities, career advising including CV review, and registration.

• Creation of student schedules by working as a team and utilizing student registration system to ensure accurate scheduling processes, running detailed and timely reports that may be needed across unit, and assisting with holds on student’s records in coordination with program coordinator.

• Preparing each student to complete their graduation requirements and apply for residency programs. This is resolved through a multitude of individual advising appointments, and presentations during group meetings, as well as closely tracking their progress and utilization of notes when advising students.

• This position will lead and/or support major Student Affairs event committees, and events. Which could include honor societies, white coat ceremony, commencement, dean’s reception, match day, house events, and others. This will include planning and coordination of in-person and/or virtual workshops/events.

• High level of communication and creation of proactive processes as a team with other Student Affairs Program Managers to support and streamline student advising and events in a holistic manner.

• Collaboration with program coordinator and other program managers to create, update, and communicate on Student Affairs related Canvas courses and back-up support on student credentialing processes, badge access, and other required assignments.

• Manage and participate in professional identity formation and RealMD activities, events, and initiatives as assigned.

• Broaden awareness of the variety of academic opportunities available to students to meet their interests and/or specialty goals with proactive student outreach.

• Collaborate and engage with clerkship coordinators and the Curriculum unit on processes and class meetings.

• Assist with Visiting Student Learning Opportunities application review.

• Involvement and leadership with other committees and teams within Student Affairs, Dean’s Office and main campus.

• Refers students to other resources within Student Affairs and the School of Medicine, as needed, for further assistance.

• May provide support for hosting RealMD program events, podcasts and other duties assigned.

• When needed, may provide back-up for in-person front office support.

• Order supplies and catering meals for events in coordination with program coordinator.

• Schedule class meetings and other needed meetings by reserving rooms on Astra for students and staff at the School of Medicine in collaboration with program coordinator.

• Other duties as assigned.

• This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

• Work Environment and Level of Frequency typically required

• Nearly Continuously: Office environment.

• Physical Requirements and Level of Frequency that may be required

• Nearly Continuously: Sitting, hearing, listening, talking.

• Often: Repetitive hand motion (such as typing), walking.

• Seldom: Bending, reaching overhead.

• Minimum Qualifications

• Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience).

• Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Master’s degree in a related area may be preferred.

• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

• Preferences

• Type Benefited Staff

• Special Instructions Summary

• Additional Information

• The University is a participating employer with Utah Retirement Systems. Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems for information. Individuals who have questions regarding the post-retirement rules.

• This position may require the successful completion of a criminal background check and/or drug screen.

• The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

• Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

• Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

• To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX. More information can be located at the University of Utah Non-Discrimination page.

• This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses.