Program Manager, Career Advising

Charles R. Drew University•Los Angeles, CA

1d•Onsite

About The Position

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students. CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods. The Career Advising Program Manager provides operational leadership and administrative oversight for the career advising program for MD students, supporting approximately 10 faculty advisors who provide career guidance to medical students across all four years. This position serves as the central coordinator for all career advising activities, manages program logistics, ensures consistent service delivery, and facilitates communication between advisors, students, and Student Affairs leadership. The Program Manager works to enhance the overall effectiveness and reach of career services while supporting faculty advisors in their work with students.

Requirements

EDUCATION: Bachelor's degree required; Master's degree in higher education, student affairs, healthcare administration, business administration, or related field strongly preferred
EXPERIENCE : Minimum 3-5 years of progressive experience in program management, academic administration, or student services in higher education
Experience coordinating faculty or volunteer programs preferred
Familiarity with medical education, graduate medical education, or healthcare professional development highly desirable
SKILLS: Exceptional organizational and project management skills with ability to manage multiple priorities simultaneously
Strong interpersonal and communication skills with ability to work effectively with faculty, students, and administrators
Demonstrated ability to work independently, take initiative, and problem-solve creatively
Experience managing teams, volunteers, or faculty in non-supervisory capacity
Proficiency with student information systems, scheduling platforms, data management tools, and Microsoft Office Suite
Strong attention to detail and ability to maintain accurate records and documentation
Commitment to student success, diversity, equity, and inclusion
Ability to maintain confidentiality and handle sensitive information with discretion
COMPLEXITY: The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasional stooping. Frequent standing. Walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.
WORK ENVIRONMENT: Position is on site unless specific authorization from manager. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasionally required to work in confined space. Standard office environment with hybrid flexibility as appropriate Evening and weekend work required periodically for programming and events Peak activity periods during rotation transitions, application season (summer/fall), and Match (winter/spring) Minimal travel; occasional visits to clinical sites or professional conferences may be required
MENTAL DEMANDS: The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent variety of unrelated tasks. Constant calculating, interrupted work, a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.
Special Requirements: Ability to work effectively with a diverse community.
As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage. Please visit the CDU Return to Campus website https://www.cdrewu.edu/covid-policy/ or email the Campus Nursing Office at [email protected] .

Nice To Haves

PREFERRED QUALIFICATIONS: Experience with residency application processes (ERAS, NRMP Match, SOAP)
Knowledge of medical school curriculum and graduate medical education
Experience with program assessment and data analysis
Project management certification or training
Experience developing educational programming and workshops
Background in career services or advising in professional education setting

Responsibilities

Program Administration & Coordination Serve as primary administrator for the career advising program, managing day-to-day operations and serving as liaison between faculty advisors and Student Affairs leadership
Coordinate assignment of students to faculty advisors, ensuring equitable distribution and appropriate matching based on student interests and advisor expertise
Develop and maintain program policies, procedures, and best practice guidelines for faculty advisors
Create and manage advising schedules, ensuring adequate coverage and accessibility for students across all class years
Track faculty advisor stipends, hours, and compensation in coordination with appropriate administrative offices
Maintain comprehensive program calendar including advising appointments, workshops, panels, and career-related events
Faculty Advisor Support Serve as primary point of contact and resource for career advisor faculty
Coordinate regular meetings of faculty advisors to share best practices, discuss student needs, and ensure program consistency
Develop and distribute advising resources, templates, talking points, and up-to-date information on residency programs and career pathways
Provide training and onboarding for new faculty advisors
Monitor advisor workload and student satisfaction to ensure quality and equity of services
Facilitate communication and information sharing among advisor team
Student Services & Communication Serve as central point of contact for students seeking career advising services and assist with advisor assignments and scheduling
Manage student communications regarding career advising programs, events, and resources
Maintain career advising website, resource libraries, and online platforms
Track student engagement with career advising services and identify students who may benefit from additional outreach
Coordinate peer mentoring programs and student career interest groups
Programming & Events Plan, coordinate, and execute career development workshops, specialty panels, residency preparation sessions, and networking events
Manage logistics for signature programs including Residency Boot Camp, Match Week activities, and career exploration series
Coordinate visiting speakers, residency program representatives, and alumni career panels
Develop innovative programming to meet evolving student career development needs across all class years
Residency Application Support Oversee residency application support services, ensuring students have access to timely guidance and resources
Coordinate ERAS application workshops, personal statement review processes, and mock interview programs
Manage collection and dissemination of residency program information, application statistics, and specialty-specific guidance
Support students navigating the Match timeline with appropriate programming and resources
Data Management & Assessment Maintain comprehensive records of student advising appointments, program participation, and service utilization
Collect and analyze residency match outcomes and career placement data for reporting purposes
Track program metrics including student satisfaction, advisor engagement, and service delivery outcomes
Prepare reports and presentations for Student Affairs leadership, accreditation purposes, and continuous improvement initiatives
Conduct needs assessments and gather feedback from students and advisors to inform program development
Collaboration & Partnerships Collaborate with Student Affairs team members, Academic Affairs, GME office, and other campus partners
Build relationships with residency programs, specialty organizations, and external career resources
Coordinate with alumni relations to engage physician alumni in mentoring and advising activities
Represent the career advising program on institutional committees as assigned
Stay current on national trends, LCME standards, and best practices in medical student career advising
COMMUNICATIONS Create and manage a centralized CDU College of Medicine Office of UME Education, including updates to the CDU Website from UME to provide and maintain external visibility.
Assist with COM activities as directed by the Assistant Dean of Medical Education a