Director, Student Affairs - Undergraduate Medical Education (College of Medicine-Phoenix)

The Director of Student Affairs supervises several subunits in Student Affairs, including Registrar and Credentialing, Student Engagement, Health Promotion, and Administrative Support. This position collaborates with Student Progression, Career & Professional Advising, and Student Development subunits to support coordination efforts that enhance students' success. Under the direct supervision of the Associate Dean of Student Affairs, the Director will prioritize assignments and strategies to achieve the mission of the College of Medicine. This position is primarily responsible for the daily operational activities of the Office of Student Affairs in the College of Medicine-Phoenix and provides high-level oversight to strengthen collaborative efforts and simplify processes across Student Affairs and Curricular Affairs, including administrative oversight for medical student records, event planning, and student support services.

The Director of Student Affairs has direct supervisory responsibility for the Manager of Records and Registration, the Manager of Student Engagement, the Health Promotion Specialist, and the Student Affairs coordinators.
Additionally, the incumbent supports the fiscal and personnel management of the Student Affairs Office and helps the Associate Dean implement policies and procedures as necessary for optimal performance of the Student Affairs unit. A successful Director of Student Affairs engages deeply with students, leads with vision and a focus on process improvement, brings strong organizational skills, and builds a culture of teamwork.

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Operations:

• Identify opportunities and resources to effectively support student success, improve student experience, and strengthen collaboration within Student Affairs and with external UME units.
• Supervise the creation, maintenance, and housing of calendars and standard operating procedures for all Student Affairs units.
• Support a model of continuous quality improvement in all aspects of Student Affairs functions. Identify issues which may impact the unit, resolve problems affecting the unit, and direct measures to improve the effectiveness of the department.
• Draft, maintain, and house cycle reporting for all Student Affairs units with the goal of gleaning insights about new or changing trends, YOY data, and progress toward strategic changes.
• Serve as a point person for data, information, and reporting requests from other departments or units.
• Manage and monitor the Student Affairs daily line-item budget and financial operations to support the Associate Dean, which includes regular meetings with the Director of Operations for the Undergraduate Medical Education department to go over budget planning, changes, and address any issues or concerns that may arise.
• Serve as point person for Student Affairs website updates, maintenance, and building of new pages with the launch of new Student Affairs programs or with program or personnel changes.
• Connect with Marketing & Communications to request main website updates, while maintaining subpages directly as a site administrator.
• Create and monitor the student listservs with each incoming cohort of students.
• Support the Associate Dean in the formulation and projection of the Student Affairs budget including office supply inventory and the purchasing or reassignment of technical devices (computer hardware, telephones, etc.).
• Coordinate complex processes and initiatives that require significant judgment, such as grant proposals or faculty searches, as needed.
• Act as a system administrator with the Sr. Coordinator of Student Progression for the Trac Cloud system, which is the platform used by Student Affairs for appointments and advising scheduling and tracking.

Personnel Management:

• Provide supervisory oversight for the operational units of Student Affairs (Records & Registration, Credentialling, Student Engagement, and Health Promotion) which includes monitoring of workflow procedures; oversight and completion of onboarding and offboarding processes; resolution of issues relating to staff escalations; working with staff and subunits to maintain and meet deadlines; maintenance of work schedules; communication of discrepancies and issues with senior management.
• Lead and support Student Affairs coordinators as the main point of contact for the unit and the subunits. Help set expectations around the support each coordinator provides for their respective areas. Liaise between coordinators and subunits as needed.
• Ensure consistent and effective communication with directors and staff to disseminate information, discuss department issues, and identify solutions to problems.
• Assist the Associate Dean with the creation and implementation of policies and procedures necessary for optimal performance of the team. This includes creation of new positions, oversight of new hire processes, implementation of organizational changes, and/or on-boarding processes for the units. Maintain and archive documentation related to these areas.
• Conduct annual Career Conversation reviews for all direct reports and provide real-time and relevant feedback for team members. Address performance issues as they arise with the aim of resolving issues in a timely manner.
• Identify pathways and opportunities for professional growth for all staff members.
• Organize and manage regular Student Affairs, Directors, and Unit Leaders meetings, lead department meetings in absence of the Associate Dean of Student Affairs.

Student Experience/Student Success:

• Assist the Associate Dean of Student Dean with the leading of the House Model program, including implementation, maintenance, and improvement of the program. This also includes supporting the House Model efforts with the advising team leadership, along with the Sr. Coordinator of Student Progress.
• Direct supervisory responsibilities for the following areas to ensure student needs are met: Records & Registration, Credentialing, and Student Engagement, as listed above. This includes monitoring workflow procedures; ensuring adherence to establishing reasonable turnaround times for student requests; and coordination of initiatives across units to promote integrated workflows which prioritize student experience and efficiency.
• Direct and assist the Manager of Student Engagement with the planning and execution of events such as Match Day, Convocation, Open Campus, Gold Humanism Honor Society Induction ceremony, Senior Celebration, and other large events as needed.
• Support and assist the Senior Coordinator of Student Progress and Coordinator of Learning Initiatives in the planning, organization, and execution of all Student Affairs related events throughout the curriculum.
• Plan, coordinate, and oversee student trainings and testing which are required for student progression, including but not limited to respiratory mask fit testing, BLS and ACLS certification. Take lead responsibility to coordinate and develop additional requirements as they arise.
• Ensure appropriate measures are in place to support student education and compliance with relevant University and College policies and procedures, including annually updating the Student Handbook with the Assistant Registrar and maintaining Student Occupational Exposure protocols.
• Coordinate student support and advocacy for all students and provide assistance with student withdrawals and leaves of absence as needed.

Collaboration with Other Units:

• Collaborate with the Office of Admissions and Recruitment, as well as the Introduction to Medicine block director to organize yearly new student onboarding and the Student Affairs elements for the two weeks of medical school.
• Collaborate with the Marketing and Communications team for each milestone requiring student photos, such as with residency application photos and regalia photos for graduation.
• Maintain student data to assist senior leadership in curriculum and student services planning and maintaining accreditation standards, in collaboration with the Registrar.
• Liaise with COM-P Marketing & Communications and Media Services to promote student engagement to internal and external stakeholders.
• Collaborate with Facilities and Planning to ensure student spaces are maintained, functional and accessible.

• Participate in committees as determined in consultation with the Associate Dean of Student Affairs.

Knowledge, Skills & Abilities:

• Strong communication, interpersonal, and customer service skills.
• Excellent oral, written, and presentation skills.
• Ability to be proactive, empathetic, solution-oriented, and have a growth-mindset.
• Strong organizational skills, attention to detail, and high degree of openness to new approaches and new ideas.
• Ability and commitment to creating an environment sensitive to student diversity.
• Knowledge of FERPA and ethical principles in working with students.
• Knowledge of educational planning principles and techniques.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Five (5) years of related work experience, including 2 years of managerial experience, or equivalent combination of education and work experience.
  
  

• Master's or doctoral degree in education, leadership, or a related field of study.
• Experience working in higher education with Student Services or Student Affairs.
• Experience with operations, analytics, and project management.

College of Medicine-Phoenix, Office of Human Resources

HR-PHX@arizona.edu

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).