Office Administrator

Position Title

Office Administrator

MUSOM - Marshall University School of Medicine

$33,381 - $43,396 (salary is commensurate with education, experience, and internal equity)

The Office Administrator provides high-level administrative, operational, and academic support to the Department of Medical Education. This position plays a critical role in maintaining the accuracy and integrity of student academic records and is key in supporting the student lifecycle from matriculation through graduation, supporting curriculum operations, handling complex academic record functions, coordinating departmental logistics, and ensuring effective communication across faculty, staff, students, and external partners.

• Maintain, organize, and secure permanent academic records in compliance with institutional, state, accreditation standards and FERPA standards
• Monitor, track, and support grade entry, auditing, and related academic record management
• Track enrollment updates, remediations, grade changes and process schedule changes, course adjustments with accuracy and efficiency in the student information systems
• Manage and maintain digital student files and coordinate preparation and digitization of student files ensuring compliance with document retention policies, including Banner electronic document system
• Design and compile data for reports for leadership, committees, and external agencies, securely maintaining data
• Serve as point person for medical education verifications, handling intake from requesting agency, processing and completing in a timely and accurate manner
• Update, reconcile and prepare class rosters, student lists and enrollment records

• Serve as the primary administrative support for the Department of Medical Education leadership team, including the Chair, Director, Registrar, Assistant Dean or Clerkship and Longitudinal Curriculum, and Phase 3 Director
• Manage the day-to-day clerical functions of the department, including departmental calendars, schedule meetings, coordinate room reservations and logistical needs
• Prepare web site content for communication within the university or to external audiences
• Draft and prepare correspondence, reports, meeting materials, spreadsheets, presentations, and departmental communications
• Monitor departmental email accounts, respond to student inquiries regarding enrollment, records, and scheduling, and direct communications appropriately
• Oversee office workflow, including mail distribution, supply ordering and deliveries, document preparation and record organization
• Participate in continuous improvement initiatives related to recordkeeping, workflow efficiency and student support processes
• Assist with management of the M3
  
  Ring Structure and Electives, including scheduling, tracking, and communication with faculty and students and updating curriculum content in teaming systems
• Support planning, logistics, and execution of the M3 Orientation program
• Prepare and organize promotion packets and related materials for review committees
• Track, monitor, and manage clerkship curriculum expenses and budget-related documentation ensuring compliance with budgeting guidelines

• Assist in exam preparation and administration, including logistics, proctoring and coordinating accommodations
• Maintain compliance with established testing standards and procedures
• Work with the Department Director to support all administrative functions of the VSLO program
• Process visiting student applications; verify documentation completeness and eligibility
• Coordinate with department clerkship coordinators to facilitate student placement
• Collaborate with Employee Health to ensure immunization and health requirements are met
• Facilitate credentialing and system access with IT and Medical Affairs
• Maintain accurate VSLO student records and ensure required data is entered into the LMS for accreditation reporting

• Assist with gathering, organizing, and maintaining documentation required for accreditation
• Support ongoing compliance efforts by maintaining accurate data and assisting with reporting
• Assist with coordination, revision, and maintenance of the student handbook and related departmental policies

Must be able to perform all essential job duties as outlined in the job description.

• Education:
  
  Associate’s Degree
• Experience:
  
  Two to three years of experience in office administration and general supervision

• Education:
  
  Bachelor’s Degree