The administrative director is responsible for managing and overseeing the operations of the Office of Medical Student Research, which includes the overall daily office operations, development and implementation of educational strategies and policies, and oversight of the office’s fiscal operations. The primary role of the Office of Medical Student Research is to serve as an advisor to Case Medical School students and assure that they meet all research curriculum requirements. The administrative director will work with the assistant dean of medical student research and the vice dean for medical education and collaborate with education and academic affairs leadership to assure medical students are provided the essential resources and opportunities that will support their success in the program as well as beyond graduation. This entails facilitating mentorships and research curriculum block requirements and activities for students, advising students of funding opportunities for summer research projects, managing the medical education research curriculum website, maintaining the office’s databases, coordinating student theses submissions, and organizing special events.
1. Manage and oversee the office’s operations, which includes serving as the primary liaison for medical students regarding research, interfacing with affiliated clinical sites, serving as the office’s primary contact for faculty, students and staff, managing fiscal operations for the department, and reporting medical students’ advancements, both educational and in research.
2. Guide medical students through the research curriculum block requirements, work with the students and advise as needed to assure requirements are satisfied; facilitate mentorships between students and research faculty members; assure all documentation is submitted prior to beginning a research block; assure student progress and final reports are submitted; and serve as the primary contact for medical students during the research block.
3. Serve as the primary contact and clearing house to assist students with locating and pursing sources of funding for students’ research.
4. Manage and maintain the office’s databases, primarily including research conducted at the university and at affiliated institutions in order to assist students with identifying appropriate research opportunities as related to their course of study, including summer, 4-month, year-long and multi-year research opportunities.
5. Oversee the fiscal management of the office including account management, financial reporting, accounts receivable and accounts payable. This includes approving, coordinating and reporting expenses and other financial transactions for the office. Assure the office complies with university and school of medicine related policies and procedures. Allocate resources as appropriate and as needed, including research funding, human capital and materials.
6. Collaborate with the assistant dean and vice dean to forecast and develop the annual budget.
7. Continuously develop and foster relationships with faculty and medical education leadership of affiliate and nonaffiliated institutions to promote and enhance the Case Medical School medical education and research program.
8. Develop and implement strategies to support program enhancement for the Case Medical School medical education and research curriculum.
9. Develop and implement procedures and protocols for the office’s core operations related to medical education and research, including but not limited to certifying research opportunities for students and securing research leaves of absences. This will include formalizing functions through technology and standardized processes.
10. Identify research advisors to mentor medical students as they pursue their research interests. This will entail orienting faculty members in the role of advisor as needed and facilitating initial meetings between advisors and students.
11. Maintain the office’s website, assure the website is up-to-date and functional for students and faculty. This includes assure the information on the website is accurate, relevant and easily accessible; modify the site in response to consumer needs; and investigate opportunities for technology to make the functioning of the office smoother and more responsive to client needs. The website needs to effectively provide announcements, current deadlines and policies, and a database of active short-term and long-term research opportunities, funding sources, and areas of faculty research expertise.
12. Coordinate the process for reviewing and approving theses submissions and report review resultsto the appropriate medical education office to be posted to students’ transcript. Communicate review feedback to students for appropriate revisions to the MD thesis in order for credit to be awarded.
13. Coordinate special events. This includes collaborate with the Lepow Day organizing committee to determine the agenda, outreach and marketing strategies, and students’ abstracts to be showcased; collaborate with a review team to select student presenters, make arrangements for the keynote speaker, and collaborate with students in the planning and preparation of the day's activities. This also involves managing the budget and all financial aspects of the event, including processing payments.
Perform other duties as assigned.
Department: Contact with the vice dean for education and academic affairs; vice dean for research; associate dean for curriculum, senior associate dean for students; associate dean for student affairs; finance administrator; coordinator for the dean for students; director for academic computing, registrar; and faculty who are mentoring students.
University: Contact with other schools where students may interface regarding their research, including the School of Biomedical Engineering, the Weatherhead School of Management, and the School of Law.
External: Contact with clinical faculty within the community, including community-based physician faculty members and physicians in non-academic health centers, such as the Public Health Department; external funding sources, such as the National Institutes of Health; and community agencies, such as Care Alliance, the health care facility that tends to the needs of the homeless in Cleveland.
Students: Contact with all School of Medicine students
No supervisory responsibilities.
Experience: 7 to 10 years of experience in public administration, psychology, education or related field required. Experience in administrative oversight of programs, CWRU budgeting, financing and planning, as well as experience in dealing with constituents both on campus and from the community is necessary.
Education/licensing: Master’s degree from an accredited university required; a master's degree in public administration, psychology, education, or a related field preferred, with a strong focus on research methodology or program administration.
1. Strong working knowledge and understanding of student curriculum and requirements, specifically medical education and research.
2. Previous experience successfully administering programs, including invoicing, budgeting, and program planning.
3. Working knowledge of web-based design and tools.
4. Professional and effective communication skills and strong interpersonal skills with the ability to work and communicate with various individuals within and external to the university. Previous experience serving as an advisor or trainer preferred.
5. Strong organization skills; must demonstrate the ability to effectively meet objectives and deadlines.
6. Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of students and faculty members.
7. Effective leadership skills; ability to lead, train, advise, work with, and elicit cooperation from students, faculty and colleagues.
8. Effective problem-solving skills; must demonstrate good analytical skills, sound judgment and good decision-making.
9. Proven ability to maintain familiarity and demonstrate knowledge of School of Medicine Medical Education priorities, leadership and programs.
10. Proficiency with Microsoft Office (Word, Excel, PowerPoint, Access, Publisher).
11. Must demonstrate willingness to learn and develop skills in technology and social media.
General office working environment.
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
Case Western Reserve University - 11 months ago