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Student Services Officer, Occupational Therapy Doctorate, OrthopaedicSurgery
Work Arrangement:
Requisition Number: 236048
Regular or Temporary: Regular
Location:
Durham, NC, US, 27710
Personnel Area: MEDICAL CENTER
Date: Aug 22, 2023
School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
Occupational Summary
In support of the Occupational Therapy Doctorate Division, applies knowledge and skills to resolve complex non-routine administrative problems independently or with others. Applies analytical, project management, and problem-solving skills to support the Program Director/Division Chief, Vice Chief of Operations, Operations Manager, Academic Fieldwork Coordinator, and Capstone Coordinator. Duties overview includes managing and creating efficient systems for university, fieldwork, and capstone compliances and supervising the Graduate Assistant team.
Work Performed
This position supports the Operations Manager, Admissions Director, Academic Fieldwork Coordinator, and the Capstone Coordinator
OTD Compliance Support
Prepare Students for Learning Experiences 50%
• Collaborate with the AFWC, Capstone Coordinator, and the Senior Program Coordinator to support verification of student compliance requirements
• Communicate with students about compliance requirements for all Fieldwork/Capstone experiences
• Communicate with students about all matriculation compliance requirements for Duke Student Health.
• Maintain documentation of communications.
• Track all student compliance and readiness for Fieldwork and Capstone experiences.
• Create databases and other new systems to manage student, fieldwork, and capstone data
• Create proactive systems to increase rates of student compliance.
• Assist with communicating student matches with Fieldwork and Capstone sites.
• Support learning events for Fieldwork Educators and Capstone Supervisors.
Administer Learning Experiences 40%
• Track completion and renewal of contract agreements with new and existing fieldwork/capstone sites to determine compliance requirements.
• Coordinate with Program Coordinator Sr. to maintain and organize all fieldwork/capstone sites' compliance requirements.
• Ensure confidentiality of all student records.
• Maintain all data/education platforms related to assigned program areas (EXAAT, CANVAS).
• Enhance organizational systems and data management to support Fieldwork and Capstone.
• Maintain relationships with practice site contacts for a smooth and efficient start to fieldwork/capstone experiences such as AHEC.
• Support the coordination of logistics of standardized patient encounters and other simulations for Level I Fieldwork
• Determine and conduct a regular review of the mandatory onboarding documents for fieldwork sites
• Administrative support for and communication with fieldwork educators and community partners
• assist with scheduling, planning, and implementing student certification events, assist with course scheduling, room reservations, parking, and other logistical program tasks.
• demonstrate executive administrative and organizational skill sets to support all aspects of fieldwork and capstone experiences and didactic work.
Graduate Assistant Supervisor 10%
• Supervise the Core GA team through daily communication.
• Lead and manage the processes for GA applications, selections, communications, onboarding, and pay reporting
• Distribute, assign, monitor, and review GA tasks both in person and in Teams
Essential skills for the person in this staff position include but are not limited to:
• Executive organizational, written, and communication skills
• Excellent team collaboration skills
• Ability to determine, plan, problem-solve, and initiate priorities
• Prior experience working with academic and/or clinical faculty
• Strong Excel and Word skills including mail merge (ex: Affiliation Agreement Appendixes, Addendums, and Attachments)
• Highly skilled in the utilization of online and web-based management tools including but not limited to Canvas, Exxat, MyClinicalExchange, Rotation Manager, Qualtrics, and Qualtrics 360
• Highly skilled in the utilization of spreadsheets for accurately recording, capturing, and managing
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Education/Training: Work requires a general educational background normally equivalent to a full high school education plus two years of post-secondary education in a business-related field or work experience to demonstrate equivalent skills. BS/BA Preferred
Experience: Work requires 4 years of related business or administrative experience to become familiar with data management and coordination of major program activities. Customer service or student support experience is preferred. Knowledge of Duke systems is preferred. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.
Minimum Qualifications EducationWork requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
ExperienceWork requires one year of experience in a placement, financial aid, OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE admissions, or other student services function to become familiar with the student services area of specialty.
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
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