As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The School of Medicine (SOM) has an outstanding opportunity for a Proactive Advisor (Academic Services-Director).
The School of Medicine Proactive Advisor reports to the Associate Dean for Student Affairs in the Dean’s Office, School of Medicine. The Proactive Advisor meets frequently with medical students, listening to concerns and providing students with information on available resources specific to their concerns. The Proactive Advisor monitors student progression in the medical school, designs intervention plans, and generates reports for various constituents. This position serves as the primary liaison for the School’s 1,100+ medical students and faculty distributed across the five state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region including six Foundations campuses and over 200 clinical training sites.
DUTIES & RESPONSIBILITIES
Direct and Provide Proactive Student Support Services
Execute the mission of Student Affairs and the School of Medicine.
Share, communicate and contribute to the School’s vision, mission, and values for the direction of proactive student support services and develop a model to drive the culture and performance of the medical student learner experience to achieve excellence and improve outcomes.
Independently understand, interpret, and review student program policies for the student affairs office, consulting as needed with other units within the academic affairs office and dean’s office and departmental faculty and staff.
Counsel and advise medical students on School of Medicine policies, procedures, and degree requirements, exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information.
Develop and maintain tracking systems of the medical student progress and performance at each of the WWAMI campuses, and collectively as one medical school. Identify positive and negative influences that affect student progress. Develop and recommend appropriate strategies to enhance positive and mitigate negative influences.
Establish and maintain close working relationships with administration and faculty to address medical student performance concerns.
Implement a comprehensive evidence-based program that ensures the provision of effective support services that support medical students’ learning, development, and success.
Oversee, coordinate, and monitor the School of Medicine’s initiatives and interventions (workshops, seminars, publications and events) designed to improve and support medical student needs across WWAMI campuses and clinical training sites.
Design, implement and sustain student support programs to promote medical student retention and success. Develop and monitor intervention strategies for the retention of under-prepared and at-risk students. Ensure that these policies and programs are compliant with federal and state laws (including American with Disabilities Act and Title IX), University of Washington policy, and LCME accreditation.
Align programs with the curriculum and actively respond to issues and academic concerns, in the context of continuous quality improvement. Conduct benchmarking studies and make recommendations regarding content and delivery of student support services.
Create and maintain informational tools and modules to improve student and faculty knowledge and comprehension of policies and procedures, and to ensure regional students and faculty have access to the same level of services available in Seattle. Participate in faculty development activities around enhancing student support.
Design deliberate, structured student interventions to deploy at the first indication of academic, professional, or personal difficulty in order to motivate students to seek help. Use metrics to identify at-risk students.
Develop individual success plans for students experiencing challenges. Provide referrals to associate and/or assistant dean of student affairs, mental health counseling, academic support, career advising, disability services, learning environment, medical consultation, and/or other services as appropriate.
Serve as a key consultant the development of individual student interventions and support strategies, along with the Student Affairs support team, faculty, regional deans, college mentors, and clerkship directors, to monitor student progress and provide strategic academic case management services.
Design and implement communication strategies to proactively anticipate student needs around school policies, events, and other key points in the student experience.
Establish trusting relationships with students through demonstration of care and knowledge.
Build proactive support programs. Coordinate peer mentor programs for first-generation college students, and provide leadership and training opportunities for mentors. Collaborate with the Center for Equity, Diversity, and Inclusion (CEDI) to support diverse and underrepresented students through intentional and holistic advising. Design, market, and facilitate monthly workshops on student success and other themes related to learner growth.
Develop and coordinate co-curricular programs that foster student learning and achievement. Analyze historical student performance data to identify markers that could serve as early warning signs that a student could experience academic challenges. Develop programs for current students displaying similar markers to preempt their falling into academic distress.
Liaise with the pre-matriculation, deceleration, and CBSR Step 1 prep programs to develop and coordinate co-curricular programs that foster student learning and achievement.
Track students who fall off-cycle with curricular timelines. Advise off-cycle students on the implications of their timelines relative to graduating, and map out curricular deadlines for remaining medical school tenure.
Serve as the point person for deans, administrative staff, and IT systems regarding individual student statuses.
Counsel students on expansion/leave/return from leave process and SOM policies. Oversee and process all student expansions and leaves of absence. Work closely with associate dean of student affairs and the School of Medicine registrar to monitor student status and progress. Create quarterly reports for regional deans and associate dean for student affairs on student expansion/leave figures and trends.
Serve as primary liaison for students on leave. Monitor and communicate upcoming deadlines relevant to the students’ re-entry into the curriculum. Connect students with resources to prepare them to re-enter the curriculum.
Track upcoming university and School of Medicine deadlines to ensure that the student status is correct, paperwork is processed, and financial commitments are met. Serve as the primary contact for regional deans and regional financial offices regarding student progress status.
Collaborate with curriculum, academic support specialists, College mentors, regional deans, and others to create reintegration programs for students returning from leave and concurrent degrees.
Attend Student Progress Committee meetings. Track outcomes. Meet with students to discuss the logistics of the committee rulings. Monitor deadlines; notify the associate dean for student affairs and the committee chair when a student has/has not met the established deadlines. Communicate outcomes with regional deans for administrative follow up.
Compile and distribute confidential dismissal review documents for the associate dean for student affairs, Student Progress Committee, the Faculty Council on Academic Affairs (FCAA), and the dean for the School of Medicine.
Collaborate with Disability Resources for Students (DRS) to oversee the accommodations process for medical students. Refer students to DRS for assessment. Receive accommodations paperwork, meet with students to discuss enacting the accommodations, notify appropriate faculty and staff of the approved accommodations, and arrange proctors for testing. Maintain database of students receiving accommodations and type, and create monthly reports for the associate dean for student affairs and DRS staff.
Collaborate with DRS and the associate deans to develop and implement initiatives to increase accessibility and universal design of medical student resources.
Data Analysis
Collect and analyze current and historical SoM student academic data.
Prepare comprehensive reports on academic outcome performance data for all medical students and engage in continuous quality improvement for academic support services.
Analyze the number, frequency, and type of leaves and expansions to identify trends. Design and implement intervention strategies to reduce the number of students who need to extend their medical training beyond 4 years.
Create annual report of Student Progress Committee cases. Analyze data to identify trends and design intervention strategies to reduce the number of students who need to appear before the Student Progress Committee.
Provide monthly reports to the associate dean for student affairs of productivity accounting, consisting of the number and type of in-office appointments, phone consultations, and group presentations.
Other Responsibilities
Implement and cultivate medical student program operations to ensure effective and successful social, cultural, and instructional development. Identify and implement operational area of improvement within specific Student Affairs programs. Evaluate student program efficiency and effectiveness, and recommend areas for student program improvements that align with SoM Student Affairs programs vision, values, and mission.
Oversee, manage, and administer bi-weekly meetings to review student performance and support services. Develop agenda, determine long-term strategy, track progress, and provide communication updates to key stakeholders.
Participate in monthly academic affairs, regional affairs, and DRS meetings and in School of Medicine committees as requested.
Coordinate meetings with other foundations campuses or regional WWAMI deans, faculty, and staff to discuss student progress and success initiatives.
Participate in other activities within the student affairs office, including but not limited to: medical school orientation and transition-to-clerkship programs, weekly and monthly staff meetings, class meetings, staff retreats, and faculty and staff development.
Participate in national professional development conferences as needed.
REQUIRED QUALIFICATIONS
Master’s Degree in Education, Social Work, Health Sciences, Psychology, Science, Medical and/or related field plus four to five years of experience including:
Three to five years’ experience working in undergraduate or graduate medical education.
Ability to handle highly confidential information responsibly.
Knowledge of and familiarity with implicit bias and institutional racism and their impacts on the student experience in the educational environment.
Experience working with students from diverse racial, cultural, educational and geographic backgrounds.
Ability to interpret and communicate to others complex program policies and procedures.
Demonstrated project and data management skills.
Proven leadership and strong oral and written communication skills.
Proven administrative and problem-solving skills.
Demonstrated experience working in large, highly complex environments.
Ability to work independently with a high degree of reliability, accuracy and productivity.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
Ability to work across multiple levels of an organization to achieve results.
Evidence of ability to be innovative in the work place.
Effective at dealing with sensitive issues and maintaining collegial relationships.
Computer proficiency with word processing in a Windows and/or Mac environment.
DESIRED EXPERIENCE
Professional background in medical education.
Experience with program implementation and evaluation.
Research Activities
This position may partner with academic affairs deans and the department of Medical Education and Biomedical Informatics on longitudinal studies, which may result in peer-reviewed published research.
CONDITIONS OF EMPLOYMENT
The position intermittently requires evening and weekend time to participate in medical student programs, meet project deadlines and attend meetings. Travel to regional WWAMI sites and national meetings may be required.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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