Student Services Manager

Job description

Job Function Summary
Involves designing, conducting, promoting, evaluating and supporting health professions education prgrams in compliance with organizational objectives and nationally accepted accreditation standards and requirements. Supports learners (including but not limited to faculty, residents, clinical fellows, graduate or undergraduate learners, practicing or licensed professionals) in areas such as curriculum, teaching and learning activities, scheduling, core competencies, asessment and evaluations. Coordinates all activities associated with ongoing administrative of health professions education programs.
Generic Scope
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.
Custom Scope
Applying advanced, specialized student services expertise on complex student affairs functions that has impact beyond the unit. This role focuses on supporting the student experience for all medical students in Fresno and will work closely with UCSF Student Experience Team, UCSF Fresno Faculty Director of Student Success, Fresno-based Faculty Coaches, and the Faculty Assistant Director of Career Advising to coordinate student engagement activities, well-being, career & support services and initiatives.
This role will serve as a central point of contact for all students, answer general questions, support non-curriculur student-led activities, manage the student pantry, be the staff representative on the Student Advisor Committee and guide students through academic or personal challenges and/or refer to approrpriate resources. Manage the Goldstein Medical Student Assistance fund and recommend fund disbursements.
The person in this role is expected to identify systemic problems and issues, and propose solutions to faculty leaders and management. The incumbent will provide assistance to the dean and students in services including academic, financial aid, student orientation and student-led events, career counseling, and related programs.
Department Overview
UCSF Fresno is a regional campus of UCSF School of Medicine located in California’s Central Valley. The Department of Undergraduate Medical Education (UME) is the administrative unit that oversees all health professions education programs (Medical and Allied Health) for the regional campus including oversight of the San Joaquin Valley Program in Medical Education (PRIME).
UME provides services for 100 or more third-year students from UCSF campus as well as close to 300 visiting students from accredited medical education programs across the United States. UME works collaboratively and in communities of practice with our medical education partners in Student Experience and the Assessment, Curriculum & Evaluation teams at UCSF School of Medicine.
UCSF Fresno also has over 300 trainees in several accredited Graduate Medical Education Residency & Fellowship programs. The UCSF Fresno UME Office is responsible for implementation of all strategic directives for medical student education at the Fresno campus and for ensuring that those who serve undergraduate student learners are actively engaged in the highest quality learning and teaching environment with a strong commitment to UCSF’s PRIDE values.
The UME Department currently has a staff of 10 including an Assistant Dean, Program Director, 1 manager, 1 supervisor and 6 administrative staff to provide services in student engagement, wellness and experience support as well as curriculum, assessments and evaluation for all undergraduate learners.
Student Services
Under general direction of the Faculty Director of Student Advising and the Faculty Director of Student Experience, and in close collaboration with UCSF communities of practice advises students and student leaders on policies, procedures, and resources. Applies advanced student services concepts and refers students to appropriate policies that govern school, campus and community resources.
• In partnership with faculty directors, develop, execute, and manage new & existing programs and services for all students on campus including but not limited to academic and career advising, student life and leadership programs, and student support services (e.g., mental health support, academic resources, student disability center, etc).
• Central point of contact for students on issues related to student life, academic advising, and the student experience. Advise and refer students to relevant school, campus, and community resources, escalating issues to advisors, mentors, deans, or other staff as appropriate.
• Staff representative and facilitator for the Student Advisory Council.
• Along with the Faculty Director for Student Success at Fresno, serves as the campus lead for crisis management involving students, addressing urgent student issues.
• Identify and advise program leadership on emergent student issues such as student crises, concerns with services or resources; serve as an advocate for student needs and concerns.
• Review Goldstein Grant applications and submit for leadership approval.

Non-Curriculur & Student Programs and Events
• Organize and execute all aspects/logistics of student services social events and/or educational activities such statewide conferences, alumni events, staff retreats, belonging and community-building events, Fresno MATCH Day festivities and ceremonial events as well as key milestone events, workshops, orientations, wellness activities, or career development sessions.
• Plans/runs leadership team meetings; organizes and leads student-centered faculty, staff, and student administrative meetings. Analyzes and establishes goals for activities and events regarding budgets, speakers, venue selection, partnerships, marketing strategies, and logistical requirements, and develops and maintains vendor relationships.
• Develop and lead the clinical transition program. Work in close partnership with colleagues at UCSF and UC Merced to ensure students successfully transition to the clinical curriculum.
• Plan, design, and support student-led community-service events as well as working with outside agencies to refer students and develop programs to work in public service roles.
• Identify resources for student volunteer opportunities; matching student volunteers with outside public service agencies.
• Provide education, training, and reflection opportunities to students engaged in public service.
• Evaluate prospective program partnerships.

Finances and Resources
• Identify budgetary needs for the activities/events and/or student financial needs for travel, research or conference participation.
• Works closely with program manager to identify financial needs of the program for services, materials, and or equipment to align with the goals and objectives of the SOM requirements.
• Monitors budgets in regard to student services, submits program-related charges, and communicates significant changes as they occur to program leadership.
• Works with University finance colleagues to reconcile and close out financials on an annual basis.
• Prepares internal reports for program management.
• May request funds for student programs.
• Prepares and reports a detailed log of student pantry expenditures and needs on a monthly basis to ensure program functions optimally and utilization remains active.
• Additionally, monitor and track utilization of other student focused resources like Late Night Lyft.

Undergraduate Medical Education Support
• Participate actively in all aspects of Undergraduate Medical Education, staff meetings, wellbeing and engagement opportunities.
• Report regular updates on services and resources to UME staff.
• Provide back-up coverage as needed for UME staff.
• Other duties as assigned.

Required Qualifications
• Knowledge of University-specific computer application programs and knowledge of University and departmental principles and procedures.
• Advanced verbal, written, and interpersonal communication skills.
• Multicultural competencies; Ability to work with diverse populations.
• Ability in problem identification and reasoning; ability to develop original ideas to solve problems, persuasion, leadership.
• Skills in monitoring/assessing people, processes or services, to make improvements.
• Skills in judgment and decision-making, problem-solving, identifying measures of system performance and the actions to improve performance.
• Thorough skills to conduct needs assessment and development of new presentations/courses to meet organizational needs.
• Thorough knowledge of current community educational programs and trends.
• Thorough knowledge of University’s student-related policies and procedures.
• Skill in using business software systems in the completion of work assignments; i.e. MS Office - Word, Excel, Access, PowerPoint, Outlook, Teams, SharePoint, Smartsheet, Box.
• Bachelor's degree in related area and / or equivalent experience / training.
• Five years of directly related, progressively responsible experience in a student services function or as a student advisor, or equivalent combination of education, experience, and training.

Preferred Qualifications
• Advanced knowledge of advising and counseling techniques.
• A Master's degree is preferred; however, it may not substitute for the required years of experience.

Required Licenses
• CA Driver’s License.

Certifications
None listed.