Job Description

Essential Functions
Supports the OSA Associate and Assistant Deans and the department directors and staff, including but not limited to Whiddon COM Registrar, Whiddon COM Financial Aid, and Accounting.
Serves as an administrative assistant for the Associate and Assistant Deans of the Office of Student Affairs.
Serves as co-coordinator/administrator for Navigate South in Whiddon COM to support stakeholders with troubleshooting as needed.
Compiles requested reports available through the Navigate South as directed.
Schedules advising and coaching sessions through Navigate South as directed.
Assists in the coordination and supervision of after-hours events hosted by specified Whiddon COM student organizations.
Provides administrative support to all departments within the Office of Student Affairs in managing daily office operations, including facilitating coordination with other departments, including the Offices of Medical Education, Accreditation and Planning, Health Advancement, and Educational Technologies.
Manages calendar scheduling for all shared spaces in the current Medical Sciences Building, including coordinating and scheduling additional services provided by Educational Technologies.
Manages intake of Whiddon COM student forms, inclusive of but not limited to Request to be Absent, Career Exploration, and Request for Student Event.
Discusses the submission with the appropriate-level administrator.
Responds to students in a timely and professional manner.
Assists with OSA travel utilizing Concur if necessary.
Assists Whiddon COM OAS with accounting duties related to student travel budget preparations as directed.
Works with the Director of Student Records and Engagement related to the Oasis lottery scheduling platform for the M3 clerkship year.
Schedules, assists in planning, and participates in managing the logistics of all Whiddon COM milestone events, including orientation, White Coat ceremony and reception, Honors and Awards Ceremony and breakfast, Match Day ceremony and breakfast, Academic Hooding Ceremony, Graduation, and Alpha Omega Alpha (AOA) elections and banquet.
Serves as administrative support to the Councilor of AOA in organizing and planning biannual meetings.
Serves as the administrative liaison to the National AOA organization, facilitating student memberships.
Arranges committee, student, and conference meetings, including space, time, and place for the Associate and Assistant Deans, Office of Student Affairs, and Student Affairs staff.
Coordinates the preparation, proofreading, and uploading of each student’s Medical Student Performance Evaluation (MSPE) comprehensive document as part of the Residency Application packet.
Assists the Associate and Assistant Dean, Student Affairs, in preparing memorandums, letters, announcements, reports, and policies and procedures using a personal computer and appropriate software.
Prepares, disseminates, and compiles each section of the annual report as directed by the Dean of the Whiddon COM office.
Maintains accurate and up-to-date records, including departmental correspondence related to Whiddon COM functions, MSPE files, and University activity waivers.
Corresponds with all basic science and healthcare clinical departments regarding yearly student awards and faculty red sash recipients for the Whiddon COM.
Provides administrative support related to the Director of Student Records and Engagement, Whiddon COM, in scheduling the Student Performance and Evaluations Committee meetings.
Manages and sorts Whiddon COM OSA department emails by forwarding to the appropriate party or parties as needed.
Manages mail, phone, and in-person queries for the Associate and Assistant Dean, Student Affairs, and assists all Whiddon COM students with referrals to other COM and University offices.
Assists in the coordination and supervision of after-hours events hosted by specified Whiddon COM student organizations.
Professionally interacts with all staff and students via in-person, telephone, and email correspondence.
Plans, initiates, and carries to completion administrative activities.
Regular and prompt attendance.
Ability to work schedule as defined and overtime as required.
Related duties as required.