ASST DEAN - STUDENT AFFAIRS

Position Number 8150158

Job Category University Staff

Job Type Full-Time

FLSA Status Exempt

Campus Maywood-Health Sciences Campus

Department Name STUDENT AFFAIRS

Location Code STUDENT AFFAIRS SSOM (06412A)

Is this split and/or fully grant funded? No

Duties And Responsibilities

The Assistant Dean is an important member of the Stritch School of Medicine ( SSOM ) leadership team and supports the Senior Associate Dean as he provides vision, direction, and coordination for medical school programs, initiatives, and policies. The Assistant Dean contributes to policy decisions and decisions on students that affect academic studies, health, and well-being. Primary responsibilities include the implementation of programs and services that support student counseling, progress, career planning, and well-being. The Assistant Dean is expected to practice, advocate, and promote the highest of standards for scholarship, academic achievement, honesty, and professional integrity.

Administrative Accountabilities

Collaborate with the senior associate dean and assistant deans for student affairs to define and achieve annual goals and the strategic plan for student affairs and SSOM ; assume accountability for objectives assigned to this role.

Assist the Senior Associate Dean with administration of student affairs units (student affairs, student life, admissions, registration and records, financial aid, and bursar).

Foster working relationships with offices of educational affairs, teaching departments, and teaching & learning resources to create, sustain, and nurture school-wide academic goals for student success.

Foster and create positive and mutually beneficial pathways for interaction and collaboration with individual students, student groups and organizations, and student government. Support leadership development of student representatives.

Foster and create positive and mutually beneficial collaborations with faculty, course administrators and staff, community-based teachers, and mentors.

Foster and create positive and mutually beneficial collaborations with the Office of Diversity, Equity, and Inclusion ( ODEI ) deans and staff.

Help to nurture awareness in our culturally rich and diverse community and foster opportunities to raise sensitivities and improve cultural competencies in our student body.

Sustain a liaison role between student health services, student counseling services, student insurance, and any third-party vendors (i.e., student disability insurance).

Serve on school and university committees as appointed, including the Central Curricular Authority ( CCA ), Competency Evaluation and Assessment Review Committee ( CEARC ), Student Promotion Committee ( SPC ), Technical Standards Committee, Student Appeal Board ( SAB ), and the Scholarship & Awards committee.

Represent SSOM to outside agencies such as the American Association of Medical Colleges ( AAMC ), the National Resident Matching Program ( NRMP ), the National Board of Medical Examiners ( NBME ), the Electronic Residency Application Service ( ERAS ), the Visiting Student Learning Opportunities ( VSLO ), the Liaison Committee on Medical Education ( LCME ) and the Illinois Consortium of Associate Deans ( ICAD ).

Seek innovative and contemporary student affairs methodologies and ideas as advanced by AAMC and the National Group on Student Affairs ( GSA ).

Accountable for active, current knowledge of internal and external policies and procedures, including school, university, medical center, AAMC , state and federal policies, and LCME guidelines. Assist with enforcement of and compliance.

Responsibilities

Counseling/Advising/Academic/Residency Match Program Oversight

Counsel students regarding the development of their academic programs and competitive profiles for residency; provide support for the strategic process of residency opportunities; interface with faculty advisors and career advisors; refer students to internal and external resources as indicated.

Counsel students regarding academic progress and the United States Medical Licensing Examination ( USMLE ) performance outcomes and resolve or cope with personal circumstances impacting personal well-being and academic progress; refer to internal and external resources as required to progress academically through medical school.

Approve fourth-year externship applications in concert with faculty advisor (approximately 350 elective applications per year) and oversee the compilation of supporting documentation required (student liability coverage, proof of the Health Insurance Portability and Accountability Act ( HIPAA ) and other compliance requirements, immunization records, criminal background checks, and institutional agreements, etc.).

Oversee implementation of Stritch international and service elective orientation, registration, budget, and interface with host institutions if necessary.

Support student shadowing/observership policy and guidelines for Stritch students; collaborate with education deans.

Oversee visiting international student policy and guidelines, collaborating closely with registration and records staff.

Administer ERAS for students and graduates. Administer NRMP , San Francisco, and Urology Matches (registration, compliance, technical ranking process, deadlines).

Collaborate with faculty advising program and director to develop and support program parameters and individual students’ needs; create and deliver faculty advisor development workshops as needed.

Collaborate on the development and implementation of career counseling activities; develop, teach in, and present at workshops and small group activities; secure internal and external speakers and presenters as relevant and necessary. Help to plan, organize, and implement career advising events. Work closely with the Chair and Co-chair of the career advising committee.

Collaborate with and support the Academic Center for Excellence and Accessibility ( ACE ) and the Students Advising Students ( SAS ) organization.

Support the Associate Dean with the Medical Student Performance Evaluation ( MSPE or Dean’s Letter) production and writing project for fourth-year students in accord with national recommendations. Write a portion of MSPE’s.

Provide primary support to the Senior Associate Dean for Match Week and SOAP processes.

Oversee student CV writing and review project. Maintain and present CV writing guidelines to students.

Oversee the collection and distribution of student opportunities (i.e., research, fellowships, electives, conferences, etc.) information and material; update summer opportunities database and maintain, present, and distribute to first-year students.

Awards, Scholarship, Recommendations

Participate in planning and implementation of annual academic programs and workshops such as first, second-, and third-year orientation programs, graduation weekend activities, admissions Second Visit Program, and presentation of workshops on procedures for Match Day, clerkship track system, VSLO , ERAS , NRMP , USMLE Step exams, etc.

Oversee process and identify student nominees for selective awards, scholarships, and outside recognition; participate in award committee work and implement honors programs annually.

Write letters of recommendation for students for external educational, enrichment, and scholarship opportunities, and certify enrollment status and school academic actions to external agencies.

Support alumni credentialing services for licensure, staff privileges, fellowship training, and NBME sponsorships; prepare updated dean’s letters (addendums) for graduates for training applications.

Participate in Health Science Division ( HSD ), Loyola University Chicago ( LUC ), and Loyola University Medical Center ( LUMC ) committees as required.

Supervise and Manage Staff

Supervise, manage, train, and professionally develop direct reports: Assistant Director for Student Affairs M1 and M2 students and Assistant Director for Student Affairs M3 and M4 students.

Perform annual review and evolution of job performances of direct reports.

Represent the Senior Associate Dean as delegated regarding staff supervision, leadership, and performance.

Administration/Enforcement of Policies & Compliance Requirements

Advise, interpret, and enforce student compliance with internal ( LUC , LUMC ) and external policies ( AAMC , LCME , NRMP , ERAS , VSLO , NBME , state licensing boards, etc.); inform and advise faculty and staff of relevant policies and procedures.

Inform, train, and advise faculty and staff of relevant policies and procedures.

Develop new policies and procedures as needed.

Oversee student compliance with E-learning and module requirements.

Administrative, Budget Management, Committee Work

Assist in managing student affairs operating budget, including orientations, career counseling, and student leadership development.

Contribute to the development of a Webpage for student affairs.

Participate in AAMC / LCME / GSA / ICAD activities and serve on committees as appointed.

Represent Senior Associate Dean as delegated.

Other duties as requested.

Minimum Education And/or Work Experience

Ph.D., M.D., Ed.D., J.D., L.L.B., M.B.A. or M.A. or equivalent and 5 to 7 years of related experience.

Qualifications

REQUIRED QUALIFICATIONS

Ph.D., M.D., Ed.D., J.D., L.L.B., M.B.A. or M.A. or equivalent, and 5 to 7 years of related experience.

Strong understanding of academic policies, procedures, mentoring and guiding a culturally diverse student body, and demonstrated experience advising students and graduate faculty on highly complex, confidential matters.

Highly motivated, flexible, adaptable, and service-oriented, with strong collaborative skills for teamwork and consensus building among staff, faculty, and students.

Ability to work in a face-paced, ever changing daily environment and remain goal oriented.

Excellent oral and communication skills and strong presentation skills are required.

Ability to work independently and cooperatively with others.

Ability to set priorities and multi-task.

Ability to learn and innovate as the needs of university and higher education evolve.

Preferred Qualifications

Strong organizational skills are essential.

Understanding of medical student admissions, registration and records, financial aid, and funding processes.

Certificates/Credentials/Licenses

N/A

Computer Skills

Basic computer skills needed – Outlook, MS Office

Supervisory Responsibilities Yes

Required operation of university owned vehicles No

Does this position require direct animal or patient contact? No

Physical Demands None

Working Conditions None

Open Date 07/16/2024

Close Date

Special Instructions to Applicants

Diversity and Inclusion Statement Diversity, Equity, and Inclusion

As one of the nation’s largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion . We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.

Quick Link for Posting https://www.careers.luc.edu/postings/28628