Advising and Academic Support Coordinator

Department:

Status:

Benefits Eligible:

Hours Per Week:

Schedule Details/Additional Information:

Pay Range

SUMMARY:

The Advising and Academic Support Coordinator supports the objectives and outcomes of the faculty advising and academic support program in collaboration with the Associate Dean, Program Manager, and Faculty Advisors.

Providing guidance and administrative coordination to ensure success across the Winston Salem and Charlotte campuses.

This position plays a key role in supporting the goals and outcomes of the MD Office of Student Affairs under the strategic direction of the Associate Dean for Student Affairs and direct supervision of the Manager, Faculty Advising and Student Support.

Responsibilities include preparing, analyzing, and reporting on advising progress and trends, identifying potential issues, and recommending improvements to enhance program effectiveness.

The role represents both the advising program and academic support in various capacities, ensures compliance with accreditation standards, and contributes to key Student Affairs initiatives, events, and functions.

Success in this position requires strong attention to detail, effective prioritization, and the ability to review and interpret data to inform decision-making and continuous improvement.

The candidate will be a team player focused on using qualitative and quantitative data for the greater good of the Wake Forest University School of Medicine – Undergraduate Medical Education (UME).

EDUCATION/EXPERIENCE:

A.S. or B.S. Degree in Business Administration, Healthcare or related field, required.

An advanced degree or certification in higher education management or administration is preferred.

Minimum of five (5) years of experience in higher education.

Excellent interpersonal and relationship skills to motivate and positively influence colleagues and students at all levels within the University.

Exceptional organizational skills and demonstrated administrative experience in effectively organizing student programming, procedures, and increasing overall student engagement.

A demonstrated ability to work with others in a collegial atmosphere and a leadership style that drives inclusivity, empowerment, and a clear and transparent direction.

Familiarity with state and federal regulations pertaining to management of student records and the maintenance of student rights, privacy, and safety (e.g., FERPA, Americans with Disabilities Act, Title IX, Campus Safety & Security Act, etc.

ESSENTIAL FUNCTIONS:

· Supports the planning, implementation, coordination, and evaluation of advising and academic support programs in support of the School of Medicine, including but not limited to Faculty Advising and Academic Support.

· This role assumes responsibility for coordinating the successful and timely completion of tasks within projects.

· Additionally, it takes responsibility with assisting Faculty Advising and Academic Support programs.

· The role also involves managing data for applicable databases including but not limited to EAB Navigate in its entirety to produce outcomes information for quality reporting and operational initiatives.

· Collaborate with Events Coordinator to plan and coordinate advising events that include but are not limited to the Introduction to Specialties Fair and Specialty Resource Fair.

· Supports Student Affairs functions and events including but not limited to commencement, matriculation preparation, new student orientation, White Coat Ceremony, Match Day Ceremony, Commencement and other events.

· Ensure that all aspects of the educational programs are conducted in accordance with and compliance with the national and accreditation standards and timelines.

· Attending meetings with appropriate staff and faculty as necessary to provide and gather information.

Promotes a cooperative work environment by utilizing communication skills, interpersonal relationships and team building

· Manages the preparation of compliance and progress report monitoring.

· Participate in the analysis of data and the writing of accreditation progress and reports as necessary.

Drafts metrics, statistical, narrative, and/or other reports as requested.

Makes recommendations based on these findings.

· Prepares periodic analyses and reports reflecting progress and trends of on-going programs within School of Medicine, referencing trends and calls to action from the American Associate of Medical Colleges, Liaison Committee on Medical Education, and other accrediting bodies.

Identifies and anticipates potential issues and risks and makes suggestions for improvement and implementation as appropriate in regard to the residency preparation process.

· This position requires a high level of attention to detail, strong prioritization skills, and the ability to review, interpret and manage data effectively to support program goals and student engagement initiatives.

· Responsible for project, technical, and administrative support.

· Maintains data systems related to quality and performance improvement, develops associated reports.

· Perform additional tasks and responsibilities as directed by supervisor to support organizational goals and ensure team effectiveness.

· Supports operational policies and procedures related to the functioning of the Residency Preparation Process.

This may include being an official school contact for organizations such as including but not limited to NRMP, ERAS, AAMC, etc.

· Under the direction of Associate Dean, and Manager, Faculty Advising and Student Support, this position will review MSPE letters by updating templates, developing and administering surveys for student submissions, collaborating with faculty on content, ensuring grammatical and formatting accuracy, and facilitating the upload of finalized letters to residency applications in One45.

· Supports the distribution of tokens to the rising M4 class, provide ongoing guidance to students on utilizing the ERAS system, ensure the accurate upload of transcripts and MSPE letters to individual profiles, and monitor application statuses and interview requests to support student readiness and advisor updates.

o Supports the logistics for the Match Week and SOAP, including communication with M4 students, collaboration with advisors and deans on student participation in SOAP, preparation of Match materials, while maintaining accurate records and processing for matched students throughout the Match Week.

· Management of the peer tutoring program:

o Communicating with tutor-tutee pairings once identified, informing them of approved number of sessions, etc.

o Communicating with pairings to complete post-session form which provides feedback and the basis for payment.

o Collect and track data of sessions per tutor.

Calculate earnings on a monthly basis.

o As necessary, send out feedback requests, evaluations, etc.

to students to collect any data determined by Student Affairs, Academic Advising, and/or CRESS leadership.

SKILLS & QUALIFICATIONS:

- Proficiency in Microsoft Office, EAB Navigate, One45, Canvas

- Ability to work collaboratively and maintain confidentiality.

- Superior organizational, interpersonal, and communication skills.

- Ability to work independently with appropriate exercise of judgment and discretion for problem solving and decision-making.

Ability to prioritize work independently and meet important deadlines

- Knowledge of medical terminology preferred

- Positive negotiation and conflict resolution skills

WORK ENVIRONMENT:

Onsite at the Winston Salem campus with occasional travel to the Charlotte campus

Each team member has the responsibility of working in a safe manner.

Work requires frequently moving from one area to another, coordinating, and communication to another, coordinating and communication with people in various disciplines and agencies.

Frequent walking, standing and climbing may be required

Clean, indoor work environment

Ability to work flexible hours, including evenings, weekends

Requires evening and weekend work that may exceed 40 hours per week

Exposure to outside weather conditions as necessary for events

PHYSICAL REQUIREMENTS:

Standing

Walking

Sitting

Bending Reaching with arms

Finger and hand dexterity

Talking

Hearing

Seeing Lifting, carrying, pushing and or pulling: 20 lbs.

- 100 lbs.

maximum

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

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About Advocate Health 

is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health.

Providing care under the names in Illinois; in the Carolinas, Georgia and Alabama; and in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care.

Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with serving as the academic core of the enterprise.

It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs.

Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs.

Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.