Assistant Director of Residency Advising - IllinoisCOM

The Chicago School•Chicago, IL

8h•Onsite

About The Position

The Illinois College of Osteopathic Medicine seeks an inaugural Assistant Director of Residency Advising to support students in successfully navigating the residency exploration, application, and match process. This role is ideal for a detail-oriented, student-centered professional with experience in health sciences or medical education who brings strong organizational, advising, and program coordination skills. Reporting to the Assistant Director of Career Services, the Assistant Director will serve as a primary resource for students throughout the residency advising lifecycle—from early specialty exploration through ERAS application submission and the NRMP Match. The position requires in-depth knowledge of residency application systems, the ability to manage complex processes and timelines, and a high level of accountability in tracking student progress and outcomes. The Assistant Director will lead individual and group advising efforts, coordinate events and workshops, maintain accurate student records, and support data collection and reporting for accreditation and program improvement. This role also collaborates closely with faculty, Student Affairs, and GME leadership to ensure a cohesive and effective advising experience. This is a highly collaborative and execution-focused role that requires strong communication skills, attention to detail, comfort with technology and data systems, and a demonstrated commitment to student success. The position offers the opportunity to help build and scale a comprehensive residency advising function within a new and growing medical school.

Requirements

Bachelor's degree in education, educational psychology, or a related field or the equivalent in terms of relevant education and training
Minimum of two years of progressive experience in career services or similar
Experience working within health sciences/medical school environment
Excellent interpersonal skills
Ability to effectively communicate and exchange information with a wide variety of individuals within a diverse environment
Strong organizational and multitasking skills including the ability to manage multiple priorities

Nice To Haves

Master's degree in education, educational psychology, or a related field or the equivalent in terms of relevant advanced education and training
In depth knowledge of NRMP, ERAS (Electronic Residency Application Service) and/or other matching programs
Knowledge of residency application & matching process
Demonstrated success in event planning, promotion, and evaluation
Strong process and procedure implementation skills
Excellent follow up skills and ability to successfully manage time
Excellent presentation skills with the ability to lead trainings and meetings
Profound commitment to service
Strong desire to ensure student success
Proven success in fostering a positive work environment
Excellent attention to detail
Ability to motivate others in achieving goals
Comfort with technology including Microsoft Office applications, career management platforms and longitudinal student tracking programs

Responsibilities

Serve as primary day-to-day point of contact for pre-clinical students engaged in early career exploration and specialty interest development, supporting the longitudinal advising model established by the Associate Dean of Graduate Medical Education (GME) and the Associate Dean for Student Affairs.
Establish and coordinate a network of faculty specialty advisors to support student mentorship, specialty exploration, and career guidance; collaborate with Learning Community faculty and academic coaches to reinforce specialty exploration and professional identity formation within an integrated advising structure.
Conduct individual advising appointments to support students in specialty exploration, early residency plan development, CV preparation, and personal statement writing, document session notes and follow-up action items for continuity across the four-year advising continuum.
Develop and maintain student advising records within a shared advising structure to support longitudinal advising across Student Affairs and Residency Advising/GME; document each student’s specialty interests, audition rotation plans, selective choices, and overall residency preparation milestones; update records on an ongoing basis and generate regular reports for the Associate Dean of GME to support data-informed advising and COCA reporting.
Assist the Associate Dean of GME in coordinating OMS-4 scheduling, including planning of audition rotations and electives aligned with individual student career goals and specialty competitiveness; monitor deadlines and communicate requirements to students in a timely manner.
Support the ERAS application process by coordinating workshops, reviewing application materials, and assisting with logistics related to MSPE preparation under the direction of the Associate Dean of GME; provide guidance on NRMP Match timelines, rank order list development, and SOAP processes.
Develop and facilitate student programming and career preparation events, including interview skills workshops, CV writing sessions, specialty information panels, and networking opportunities with program directors; coordinate logistics and promotions in collaboration with the Associate Dean of GME and the Office of Student Affairs.
Utilize students’ academic performance, licensure outcomes, clinical evaluations, and personal interests to inform individualized one-on-one career counseling sessions; incorporate evidence-based tools such as specialty fit assessments to support realistic and goal-aligned residency planning.
Assist in building and maintaining relationships with residency program directors and GME affiliate institutions to support student advocacy, enhance IllinoisCOM visibility, and promote osteopathic recognition opportunities; coordinate student-facing communications related to affiliate programs.
Collect, organize, and report data on student career interests, application progress, Match outcomes, and residency placement for use in program improvement, accreditation reporting, and Board of Trustees presentations; maintain confidential records in compliance with FERPA and institutional policy.
Facilitate student access to career development resources including the AAMC Careers in Medicine (CiM) platform, the American Medical Association FREIDA™ dashboard, specialty society resources, and other evidence-based tools that support career exploration and residency competitiveness; remain current on trends in the GME landscape and NRMP Match data.
Collaborate with the IllinoisCOM Office of Student Affairs to ensure alignment between academic coaching, wellness support, and career advising across the four-year continuum.
Contribute to the development and refinement of career advising policies, procedures, and resources, including letters of recommendation protocols, audition rotation guidelines, and OMS-4 scheduling policies, in collaboration with the Associate Dean of GME.
Participate in student-facing events and programs to introduce career advising and GME to incoming students and establish early advising relationships.
Perform additional duties as assigned.