Office Administrator

Marshall University•Huntington, WV

6d•Onsite

About The Position

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.

Requirements

High-level administrative, operational, and academic support experience
Experience maintaining accuracy and integrity of student academic records
Experience supporting the student lifecycle from matriculation through graduation
Experience supporting curriculum operations
Experience handling complex academic record functions
Experience coordinating departmental logistics
Experience ensuring effective communication across faculty, staff, students, and external partners
Proficiency in maintaining, organizing, and securing permanent academic records in compliance with institutional, state, accreditation standards and FERPA standards
Proficiency in monitoring, tracking, and supporting grade entry, auditing, and related academic record management
Proficiency in tracking enrollment updates, remediations, grade changes and processing schedule changes, course adjustments with accuracy and efficiency in student information systems
Experience managing and maintaining digital student files and coordinating preparation and digitization of student files, ensuring compliance with document retention policies, including Banner electronic document system
Experience designing and compiling data for reports for leadership, committees, and external agencies, securely maintaining data
Experience serving as a point person for medical education verifications, handling intake from requesting agency, processing and completing in a timely and accurate manner
Experience updating, reconciling, and preparing class rosters, student lists and enrollment records
Experience serving as primary administrative support for leadership teams
Experience managing day-to-day clerical functions of a department, including departmental calendars, scheduling meetings, coordinating room reservations and logistical needs
Experience preparing web site content for communication within the university or to external audiences.
Experience drafting and preparing correspondence, reports, meeting materials, spreadsheets, presentations, and departmental communications
Experience monitoring departmental email accounts, responding to student inquiries regarding enrollment, records, and scheduling, and directing communications appropriately
Experience overseeing office workflow, including mail distribution, supply ordering and deliveries, document preparation and record organization
Experience participating in continuous improvement initiatives related to recordkeeping, workflow efficiency and student support processes.
Experience assisting with management of curriculum structures, including scheduling, tracking, and communication with faculty and students and updating curriculum content in teaming systems
Experience supporting planning, logistics, and execution of orientation programs
Experience preparing and organizing promotion packets and related materials for review committees.
Experience tracking, monitoring, and managing curriculum expenses and budget-related documentation ensuring compliance with budgeting guidelines and compliance
Experience assisting in exam preparation and administration, including logistics, proctoring and coordinating accommodations
Experience maintaining compliance with established testing standards and procedures.
Experience supporting administrative functions of a VSLO program.
Experience processing visiting student applications; verifying documentation completeness and eligibility.
Experience coordinating with department clerkship coordinators to facilitate student placement.
Experience collaborating with Employee Health to ensure immunization and health requirements are met.
Experience facilitating credentialing and system access with IT and Medical Affairs
Experience maintaining accurate student records and ensuring required data is entered into the LMS for accreditation reporting.
Experience assisting with gathering, organizing, and maintaining documentation required for accreditation
Experience supporting ongoing compliance efforts by maintaining accurate data and assisting with reporting
Experience assisting with coordination, revision, and maintenance of student handbooks and related departmental policies

Responsibilities

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 and compliance
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