Director of Administrative Operations

Director of Administrative Operations


At PCOM, we espouse to grow a culturally competent workforce to advance healthcare that touches the lives of underserved communities. Diversity and inclusion is the core component of our institutional identity and a key pillar of PCOM’s strategic vision. Philadelphia College of Osteopathic Medicine affirms that diversity and inclusion are crucial to the intellectual vitality of the campus community. It is through freedom of exchange over different ideas and viewpoints in supportive environments that our graduates develop the critical thinking and citizenship skills that will benefit them throughout their lives.

Since 1899, PCOM has trained highly competent, caring physicians, health practitioners, and behavioral scientists who practice a “whole person” approach to care - treating people, not just symptoms. As the field of medicine has changed, we've changed with it - adapting our program offerings to better meet the needs of healthcare providers and the communities they serve. At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem-solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals. At Philadelphia College of Osteopathic Medicine you will be part of a caring, professional, and committed community focused on making the PCOM experience the best possible for our students.

We are currently seeking to fill our Director of Administrative Operations position at the Philadelphia campus with a highly qualified and passionate individual.

SUMMARY :

Responsible, in collaboration with Dean of the School of Health Sciences, for general administration of academic departments, multiple graduate programs within those departments, and other services/initiatives of the School. Actively involved in assessing the needs of the programs/school, in policy development and implementation, monitoring compliance issues, and strategic planning. Act as a liaison between School of Health Sciences Dean, Chairs, program directors, faculty, students, and other college administration/personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Staff Supervision

· Supervise school health sciences staff: coordinate with the staff members of the various programs and departments housed in the school of health sciences.

· Responsible for staff Performance Management Reviews.

· Run regular group supervision with staff to ensure proper functioning/distribution of responsibilities to yield effective and efficient performance and goal attainment.

· Monitor staff schedules and general workloads/responsibilities to ensure office, School, and program needs are being met, and to ensure compliance with time keeping requirements.

Program Accreditation & Compliance:

· Collaborate with Dean of the School of Health Sciences and the various chairs and program directors to ensure that all needs are met for the various accreditation processes required by all the programs represented by the School of Health Sciences

· Monitor compliance with various regulatory/institutional requirements: FERPA Release of Information requests, policies related to minors on campus, safety, Practicum and Internship affiliation agreements, etc.

· Develop, customize, maintain, and monitor data based systems for capturing information required for accreditation related to all student learning outcomes and program outcomes.

· Prepare, distribute, and analyze all surveys and other data stored by programs and Registrar.

· Prepare reports of essential and critical information documenting outcomes for programs requiring accreditation.

· Supervise and oversee all administrative activities related to applying for accreditation, reaccreditation, and designation.

Department Budgets/Finances

· In collaboration with Dean, Chairs and Program Directors, coordinate the annual budget request process for the cost centers: determine department and individual program needs and evaluate previous spending; assist in development of budgets and budget justification and attend budget meeting

· In collaboration with Dean, closely monitor the ongoing spending activity from each cost center to ensure proper placement of requisitions. Complete monthly reviews of spending in each cost center and prepare monthly Budget Variance Report.

· Manage department credit card: track all department credit card expenses and complete monthly report including assignment of expenses to appropriate cost centers.

Graduate Assistants/Work Study Students:

· Responsible for reviewing applications, interviewing, hiring, and supervising GAs and Work Study students.

· Coordinate schedules for all student workers to meet the needs of the department faculty and/or based on program accreditation needs – changes throughout the year.

· Manage transition of students from Graduate Assistant to Work Study positions and vice versa to maximize use of available work study funding (year-round process).

· Coordinate with Financial Aid, HR, and Payroll to prevent gaps in students’ payments during the transition.

· Assign tasks and oversee workload and monitor performance outcomes for these student workers.

Department Events:

· Coordinate forensic medicine orientation

· Coordinate letters of recommendation requested of the Dean of the School of Health Sciences

· Record minutes of meetings of the Department of Forensic Medicine and Pathology, Biomedical Sciences program director meetings, leadership team meetings

· Coordinate with the vice provost and other shareholders to determine the needs assessments of new graduate programs

· Coordinate and arrange travel and hotel accommodations for the Dean of the School of Health Sciences

· Proctor and administer both in person and remote exams for the forensic medicine program

· Coordinate and schedule lectures for each forensic medicine weekend

· Collaborate with Coordinator of Continuing Education to develop and deliver continuing education programs delivered by the Department of Forensic Medicine and Pathology

Website:

· Maintain and update the School of Health Sciences web site throughout the year to ensure accuracy and currency of content.

· Primary Forensic Medicine collaborator with College Web Team for all aspects of web maintenance and redesign, including planning and evaluation of all new pages.

Admissions and Recruitment:

· Communicate with newly confirmed Forensic Medicine students regarding orientation and registration.

· Collaborate with the admissions staff to develop and execute recruitment events for the Forensic Medicine program.

Orientation : Manage incoming student orientation program for students, faculty, staff

· Create multiple assembly schedules – overlapping but individualized for each program.

· Coordinate participation of staff from other departments (Library, Financial Aid, Bursar, Student Affairs, CLAC, etc.).

· Develop orientation mailing to go to all incoming students; monitor Admissions decisions throughout summer for updates to cohorts.

· Arrange appropriate rooms, food, and materials to be distributed.

· Create department staff assignments for event.

· Moderate current student Q&A panel during orientation.

Registration:

· Advise students regarding course sequencing and credit requirements.

· Ensure that students are evenly assigned to various sections of classes that are offered.

· Ensure that specific prerequisites are met for students registering for courses.

· Complete annual updates to Forensic Medicine section of the college Course Catalog

· Complete annual updates to the School of Health Science section of the college Course Catalog.

Scheduling of Faculty and Courses:

· Work with Program Directors to generate class schedules and ensure proper sequencing.

· Confirm faculty teaching assignments.

· Secure text orders from faculty and submit orders to the bookstore;

· Order desk copies for faculty as needed.

· Secure room assignments from Facilities Scheduling.

· Submit hiring paperwork for new faculty and lab assistants.

· Submit bi-weekly payroll timesheet with payment data for all adjuncts and lab assistants.

· Oversee development and distribution of end of term course evaluations via CourseEval.

· Monitor clinical appointments of adjunct faculty.

Grades and Student Progress Evaluations:

· Responsible for ensuring that all final grades are received by the registrar and recorded in accordance with college time limits.

· Create, distribute, and track completion of Student Progress Evaluations of each student in all courses for each term.

· Create and manage process for faculty completion of annual Student Progress letters to all students.

Comprehensive Exams:

· Collaborate with chairs and program directors whose students sit for certification and licensure exams to determine and monitor pass rates.

· Collaborate with chairs and program directors to ensure acceptable pass rates on licensure and certification exams.

· Input, monitor and maintain accuracy of database of student milestone and capstone experiences

Graduation:

· Coordinate with Program Directors to determine students’ eligibility to graduate (review transcripts and student data base for completion of program requirements); submit to Registrar for College approval.

· Submit dissertation titles and student names to Dean’s office for Graduation Program.

· Work in conjunction with the Dean’s Office to plan the ceremony and reception.

· Monitor doctoral students’ degree conferral status as this occurs quarterly (separate from annual commencement).

· Collaborate with Registrar’s and Dean’s Offices and Research Directors to ensure students have completed requirements and are presented to the Board of Trustees.

College Committee Work:

School of Health Sciences representative to the following college committees:

· Graduate Programs Admissions Committee

· Student Learning Outcomes Committee

· Safety Coordinator

· Social Media Committee

· MyPCOM Portal Steering Committee

Department Committee Work:

· Serve on Dean’s Leadership Committee, comprised of Chairs, program directors and Dean; engage in discussions related to major School initiatives, policy development, needs assessment, compliance, strategic planning, etc.

· Provide Support to the School of Health Sciences curriculum committee

· Provide support to Student Progress Evaluation Committee

· Provide support to the Research Committee

Institutional Outcomes:

· Provide administrative support to the Institutional Outcomes team.

· Collaborate with shareholders to build, distribute, and provide reports from annual Graduation surveys.

· Work with Student Affairs to ensure all graduates complete survey prior to receiving cap & gown.

· Coordinate meetings of the college-wide Student Learning Outcomes Committee.



POSITION REQUIREMENTS:

Education

Master’s degree in Educational Leadership, Organizational Development, or related field required.

Experience

Minimum five years’ experience in an administrative position required. Experience working in higher education strongly preferred.

Certifications, Licenses, Registrations

No Board Certification or Board Eligibility is required.

Skills

Candidate must possess strong written and verbal communication skills to interface with faculty, staff, and current and prospective students. Must have strong student service orientation and be able to answer telephone calls and emails in a professional, courteous, and effective manner. Must possess strong leadership skills and be able to manage and mentor multiple supervisees with competing needs. Must be able to work independently and have a strong sense of task ownership and sense of urgency in serving needs of students, faculty, or staff as needed. Must be effective and efficient in carrying out all tasks. Must possess strong initiative and problem solving skills. Candidate will be able to articulate and present program information in recruiting capacity. Must possess strong computer skills, including proficiency in Microsoft Office. Must possess a professional demeanor and be able to manage multiple tasks in a fast-paced environment. Must be detail oriented, have strong organization skills, and follow through on commitments. Candidate must possess effective business writing skills; creative writing skills for assistance with website content preferred.

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.