The Assistant Director is the staff leader of the Office of Medical Student Affairs (MSA) within the Office of Health Sciences Education, Vanderbilt University School of Medicine, and oversees all programmatic needs of the office including management of staff and financial operations. This position is responsible for the effective delivery of a variety of perennial student programs and events (MD program orientation, Residency Match, MD Cadaver Ball, lecture series, student organizations, wellness programs, etc.) meant to compliment student academic requirements and promote exceptional experiences for Doctor of Medicine students in all areas of student life and support services. Reporting functionally to the Associate Dean of Medical Student Affairs and administratively to the OHSE Chief Business Officer, the Assistant Director regularly collaborates with School of Medicine students, student leaders, faculty, other staff, and event volunteers.
The Office of Health Sciences Education governs the range of educational activities of the Vanderbilt University School of Medicine, including undergraduate medical education/MD program, graduate medical education, and physician continuing professional development, as well as several advanced degree programs in applied medical fields. Our office serves Vanderbilt University School of Medicine students, house staff, and faculty throughout the continuum of medical education. The office also provides the many services that support these academic programs, including education technology and informatics, simulation programs, educator development programs, financial and administrative oversight, student services, and education research resources.
The Office of Medical Student Affairs supports medical student life at Vanderbilt University School of Medicine, providing personal, professional, and academic guidance. MSA works to ensure the success of our medical students as they progress through their training. The MSA team works under the leadership of the Associate Dean of Medical Student Affairs, and collaborates daily with student volunteer leaders as well as ~400 students enrolled in the Doctor of Medicine program.
Duties and Responsibilities
Directs all major school events (MD program orientation, Residency Match, MD Cadaver Ball, lecture series) and serves as primary event planner responsible for overseeing all phases of each event, including appropriate delegation of duties, to further the reputation of the School and Office.
Is an administrative face of the team; routinely representing the students and Office programming to administrative staff and organizations in regular meetings and communications; further representing the students and Office programming to all stakeholders via written communication, announcements, and calendaring while maintaining professional relationships. May also be called upon to represent the Associate Dean for Dean's level meetings for the University.
Serves as staff advisor to student government and student social mission committee, working with student volunteers and faculty advisors to establish annual priorities, and liaise between students and administration to ensure open lines of communication among constituents.
Advocates for students, sharing empathy and campus and external resources as appropriate; often serves in a coaching role to students.
Serves as VUSM knowledge expert for University policies related to student organization activities, including Protection of Minors, Brand Engagement, Development and Fundraising, Alcohol and Other Substance, and Financial policies, ensuring full compliance of all policies by all VUSM registered student organizations, including MD and other professional degree programs.
Works collaboratively with the OHSE Strategic Communications Manager on maintaining the program website, ensuring content is updated on a routine basis, aligning content with other program areas within OHSE, and maintaining standards defined across the organization.
Develops annual budget and justification in consultation with the Associate Dean for MSA and OHSE Chief Business Officer.
Creates and maintains appropriate documentation of program activities to track program outcomes and to ensure compliance with Vanderbilt's internal policies and procedures and School of Medicine accreditation and compliance requirements.
Contributes to the monthly review of program revenue and expenses in order to ensure appropriate and efficient use of Vanderbilt resources; monitors expenditures and consults on allocation of funds throughout the program, exercising control and keeping the program on or under budget.
Makes on-site, well-informed, and independent decisions to resolve problems brought forth by faculty and student participants, suppliers, and vendors.
Supervises day-to-day operations for a team of staff members, ensuring team is working toward common goals and intended outcomes via assigning, prioritizing, and reviewing assignments and tasks, offering coaching and coordinating training opportunities, and providing regular constructive performance feedback.
Sets staffing priorities, performance feedback and evaluation, and staff scheduling and leaves of absence.
Makes recommendations to and collaborates with the OHSE Departmental Administrator on applicable team employment decisions including hiring, transfer, promotion, and termination consistent with Human Resources policies and guidelines. Serves as team's hiring manager.
Enriches positive team dynamics and successful operational procedures by routinely engaging in a variety of self-assessment opportunities (annual reviews, team meetings, data analysis) and continuously reflects on individual performance and contributions.
Performs other duties, as assigned, in support of the overall MSA and OHSE mission
This position has supervisory responsibility of five full-time employees and oversees any temporary, contract, or short-term employees and volunteers; this position reports functionally to the Associate Dean for Medical Student Affairs and administratively to the OHSE Chief Business Officer.
A Bachelor's degree from an accredited institution is necessary.
A Master's degree from an accredited institution is preferred.
At least five (5) years of relevant experiences in higher education is necessary. Experience working with professional students is preferred.
Previous work in volunteer management is strongly preferred.
Leadership or management experience is preferred.
Ability to think strategically to manage multiple projects/initiatives with changing priorities and strict deadlines in a rapidly changing environment is preferred.
Previous experience with event planning is preferred.
Strong organizational skills, verbal and written communication skills, and the ability to articulate and present information to various and diverse audiences is preferred.
Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint), is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000678
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.