Career Advising Program Operations Specialist

Job Description

The Career Advising Program Operations Specialist (Specialist) plays an important role in facilitating student programs and initiatives for the School of Medicine career advising unit. The Specialist is responsible for programmatic management, data collection and analysis, and administrative coordination for the career advising unit, and provides administrative support for an assistant dean within Student Affairs. This position works collaboratively with School of Medicine and regional WWAMI partners to support students throughout their medical school training.

The Specialist has frequent contact with medical students and works closely with student affairs administrative leadership. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The Specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities.

It requires a high degree of independent decision-making and problem-solving skills, data collection and analysis skills, and the ability to work effectively with faculty, students and staff. This position analyzes student data, plans and projects future student program needs, and assists in meeting student program goals.

The Specialist impacts the scope and quality of the School of Medicine medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that career advising services and the assistant dean are accessible and provide timely and quality services to all students across the WWAMI region. This position provides critical assistance and services towards fulfilling the national standards for services as required by the Liaison Committee on Medical Education.

This position is located on the Seattle campus in the Health Sciences Building. Telework is permissible 2-3 days a week.

• Manage career advising communications to the student body. Adhere to a yearly communications calendar, paying attention to key school, university, and national deadlines to ensure messages are delivered in a clear and timely manner.
• Monitor departmental email inboxes and respond to inquiries in a timely fashion.
• Create bi/monthly newsletters for the longitudinal student career planning program.
• Maintain the career advising website and serve as the point of contact for all website questions and projects.
• Coordinate live and recorded workshops for medical students. Arrange workshop details, support the preparation of presentation content, and maintain video and resource libraries. Track and upload student interest group videos to the Mediasite library. Collaborate with Disability Resources for Students to ensure that programs and materials are universally accessible.
• Manage the career advising mock interview program. Establish project plans, partner with student affairs deans on physician interviewer recruitment, communicate program details to students and physicians, and collect and distribute interview materials for faculty interviewers. Update and maintain appropriate resources for students and mock interviewers.
• Manage the annual update process for the online Specialty Guides, the Residents in Medicine Directory, and Residency Interviews & Match data.
• Coordinate the personal statement submission and review process with School of Medicine career advisors.
• Schedule and coordinate monthly Specialty Career Advisors meetings. Send meeting invitations, manage communications, prepare meeting agendas and documents, invite guest attendees, and take meeting minutes.
• Provide administrative assistance with the residency application and match programs. Coordinate the Supplemental Offer and Acceptance Program (SOAP) for unmatched applicants and advisors.
• Manage and maintain the Career Advising office’s project management platform, career advising software, and communications systems. Troubleshoot issues on behalf of the department and serve as the point of contact for vendors.
• Assist with student affairs events, programs, and exam proctoring as needed.
• Complete special projects or additional duties as required by the director of career advising and/or the assistant dean of student development.

• Collect and analyze data on students' utilization of career advising services and trends. Provide quarterly reports to unit directors. Prepare reports as needed for accreditation and quality improvement purposes.
• Design and administer all student and partner surveys. Create spreadsheets for use in residency application and career advising. Evaluate the accessibility, quality, and efficacy of programming and identify opportunities for program enhancement and improving student outcomes.
• Track residency application, interview, and Match data. Generate reports and prepare presentations for deans, committees, and…