Director, Medical Student Services

Wright State University; Dayton (OH); On-site; USD 63,000 - 77,000; Full time

Job summary

Wright State University in Dayton is seeking a Director of Medical Student Services to lead the OSAA operations for the Boonshoft School of Medicine. You will oversee staff, student records, scheduling, and clinical operations to support matriculated medical students, ensuring compliant, student-centered services.

Reporting to the Associate Dean, you will build workflows, manage budgets, collaborate with DME, OSS, and external partners, and drive continuous improvement across the medical student

Qualifications

• Bachelor’s degree with seven (7) years of progressively responsible relevant experience OR master’s degree with five (5) years of progressively responsible relevant experience.
• Relevant experience must include higher education administration, student affairs, student services, academic administration, medical education, program/operations management, or a closely related area.
• Minimum of two (2) years of supervisory or formal team leadership experience.
• Demonstrated experience managing complex operations, programs, and cross-functional processes involving multiple stakeholders.
• Demonstrated experience evaluating processes, establishing effective workflows and accountability, and implementing operational improvements.
• Strong organizational and coordination skills with demonstrated ability to manage multiple priorities, deadlines, and interdependent activities.
• Excellent judgment, problem-solving, interpersonal, conflict-resolution, written, and verbal communication skills.
• Demonstrated ability to establish effective working relationships and coordinate work across diverse internal and external stakeholders.
• Ability to manage confidential and sensitive information and work within applicable privacy, institutional, regulatory, and compliance requirements.

Responsibilities

• Provide day-to-day operational leadership for OSAA services supporting matriculated medical students.
• Supervise and develop assigned staff responsible for medical student records and registration, scheduling and curriculum operations, student engagement and events, and other student services functions.
• Establish clear responsibilities, workflows, service standards, and accountability across assigned functions.
• Ensure appropriate cross-training, backup coverage, process documentation, and knowledge transfer for critical student services functions.
• Manage recruitment, onboarding, performance management, professional development, and other personnel matters for assigned staff.
• Identify operational risks, service gaps, workload concerns, and opportunities to improve effectiveness, efficiency, and continuity.
• Serve as an escalation point for complex student service and operational issues, resolving concerns or elevating matters to the Associate Dean as appropriate.
• Promote a collaborative, service-oriented culture within OSAA and effective working relationships across BSOM and university partners.

Skills

Higher education administration

Student affairs

Program/operations management

Supervisory leadership

Cross-functional collaboration

Analytical/problem solving

Communication skills

Education

Bachelor’s degree with seven years of progressively responsible relevant experience OR Master’s degree with five years of progressively responsible relevant experience

Tools

Student information systems

Scheduling systems

Data reporting

Job description

Director, Medical Student Services

Wright State University is an equal opportunity employer.

Job Category: Administrative (exempt/non-exempt)

Department: Student Affairs & Admissions-BSOM

EEO number: 27P056

Position FTE: 100%

Minimum Annual Salary: $70,000

Salary Band: UC S06

The Director, Medical Student Services provides operational leadership for medical student services within the Boonshoft School of Medicine (BSOM) Office of Student Affairs and Admissions (OSAA). Reporting to the Associate Dean for Student Affairs and Admissions, the Director oversees the administrative infrastructure and staff supporting matriculated medical students, including academic records and registration, medical student scheduling and clinical operations, student engagement and organizations, major student programs and events, wellbeing initiatives, and related student services operations.

The Director ensures that services are coordinated, student-centered, compliant, and effectively integrated across the medical student lifecycle from matriculation through graduation. The position provides leadership for OSAA operations, staff and resource management, operational continuity, and service improvement, and serves as a key operational partner across areas affecting medical student education and progression. The Director works closely with the Office of Student Success (OSS), Department of Medical Education (DME), Admissions, University Registrar, Office of General Counsel, faculty, clinical partners, and other university stakeholders to support effective coordination and an integrated medical student experience.

Minimum Qualifications

• Bachelor’s degree with seven (7) years of progressively responsible relevant experience OR master’s degree with five (5) years of progressively responsible relevant experience.
• Relevant experience must include higher education administration, student affairs, student services, academic administration, medical education, program/operations management, or a closely related area.
• Minimum of two (2) years of supervisory or formal team leadership experience.
• Demonstrated experience managing complex operations, programs, and cross-functional processes involving multiple stakeholders.
• Demonstrated experience evaluating processes, establishing effective workflows and accountability, and implementing operational improvements.
• Strong organizational and coordination skills with demonstrated ability to manage multiple priorities, deadlines, and interdependent activities.
• Excellent judgment, problem-solving, interpersonal, conflict-resolution, written, and verbal communication skills.
• Demonstrated ability to establish effective working relationships and coordinate work across diverse internal and external stakeholders.
• Ability to manage confidential and sensitive information and work within applicable privacy, institutional, regulatory, and compliance requirements.

Preferred Qualifications

• Master’s degree in higher education, student affairs, educational leadership, business/public administration, or a related field.
• Experience in a medical school, academic health center, graduate/professional school, or similarly complex higher education environment.
• Experience with LCME accreditation or comparable professional accreditation.
• Experience with medical student records, registration, scheduling, student affairs, or student engagement operations.
• Experience developing or overseeing student wellbeing, engagement, or student experience initiatives.
• Experience coordinating affiliation agreements, clinical placements, or relationships with external educational or clinical partners.
• Experience developing or overseeing student wellbeing, engagement, or student experience initiatives.
• Experience with student information systems, scheduling systems, data reporting, and process improvement.
• Knowledge of FERPA and other requirements applicable to student records and services.

35% – Medical Student Services Operations & Staff Leadership

• Provide day-to-day operational leadership for OSAA services supporting matriculated medical students.
• Supervise and develop assigned staff responsible for medical student records and registration, scheduling and curriculum operations, student engagement and events, and other student services functions.
• Establish clear responsibilities, workflows, service standards, and accountability across assigned functions.
• Ensure appropriate cross-training, backup coverage, process documentation, and knowledge transfer for critical student services functions.
• Manage recruitment, onboarding, performance management, professional development, and other personnel matters for assigned staff.
• Identify operational risks, service gaps, workload concerns, and opportunities to improve effectiveness, efficiency, and continuity.
• Serve as an escalation point for complex student service and operational issues, resolving concerns or elevating matters to the Associate Dean as appropriate.
• Promote a collaborative, service-oriented culture within OSAA and effective working relationships across BSOM and university partners.

25% – Student Records, Scheduling & Clinical Operations

• Provide operational oversight of medical student academic records, registration, degree progression, graduation verification, and related registrar functions.
• Oversee medical student scheduling across the undergraduate medical education continuum, including required clinical experiences, electives, away rotations, visiting student experiences, and other specialized scheduling processes.
• Maintain sufficient working knowledge of medical student scheduling processes, systems, requirements, and timelines to provide operational backup during employee absences, peak periods, or unexpected coverage needs.
• Serve as the primary operational liaison between OSAA and the Department of Medical Education (DME) for curriculum implementation, clinical scheduling and placements, clerkship coordination, and related medical student operations.
• Coordinate with the Office of General Counsel, DME, clinical departments, and external partners on affiliation agreements and other legal or administrative requirements supporting medical student clinical experiences, away rotations, and clinical placements.
• Provide operational leadership for clinical site development and maintenance activities, including coordination of site visits and requirements in collaboration with DME, clerkships, and clinical partners.
• Oversee the collection, analysis, and reporting of data related to medical student scheduling, clinical placements, curriculum operations, and other assigned student services functions to support planning, decision-making, accreditation, and continuous improvement.
• Ensure systems and processes support accurate, secure, and compliant student records and clear, timely communication to students regarding scheduling, academic requirements, deadlines, and graduation requirements.
• Provide oversight and escalation support for student inquiries arising through scheduling and clinical placement functions, ensuring students are connected with appropriate OSAA, OSS, DME, or university resources as needed.
• Monitor workload and service delivery within records, scheduling, and clinical operations and implement improvements to strengthen effectiveness and continuity.

25% – Student Engagement, Wellbeing & Programs

• Provide leadership and oversight for student engagement and wellbeing initiatives that promote belonging, connection, professionalism, and a supportive medical school experience.
• Collaborate with OSS, DME, faculty, student organizations, and other partners to identify student needs and develop coordinated programmatic responses, ensuring initiatives complement individualized support services provided through OSS and other appropriate resources.
• Monitor student feedback, participation, survey results, and other relevant information to identify trends and opportunities to strengthen the student experience.
• Provide operational oversight for student organizations and interest groups, engagement activities, and major student programs and ceremonies.
• Ensure effective coordination of major student events, including orientation, White Coat Ceremony, Match Day, Convocation/Commencement, and other student milestones, in collaboration with responsible staff and partners.
• Partner with student leaders and BSOM stakeholders to strengthen community, connection, and awareness of resources and opportunities available to medical students.

15% – Budget, Assessment, Accreditation & Institutional Coordination

• Develop, manage, and monitor assigned OSAA and OSS operating budgets in collaboration with the Associate Dean and appropriate BSOM/university financial partners.
• Monitor expenditures, forecast resource needs, and oversee financial transactions and controls within assigned areas, ensuring compliance with university policies and procedures.
• Evaluate resource allocation across assigned student services functions and make recommendations regarding staffing, technology, programming, and operational priorities.
• Coordinate assessment of OSAA services and programs to evaluate effectiveness, student experience, service quality, and alignment with institutional and accreditation expectations.
• Support LCME accreditation and continuous quality improvement activities related to assigned student affairs and student services functions, including providing data, documentation, and analysis as needed.
• Represent OSAA on assigned BSOM and university committees and initiatives and collaborate across organizational boundaries to address systemic issues affecting medical students and student services.
• Perform other duties as assigned.

Working Conditions

Ability to work occasional evenings and weekends will be needed to support special OSAA events. Must have a valid driver’s license.

To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources.

Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Open Until Filled: Yes

Location: 3640 Colonel Glenn Hwy., Dayton, OH 45435 USA