Description

POSITION OBJECTIVE 
The Career Planning Specialist will manage all aspects of career planning activities housed within the Office of Student Affairs and the Academic Societies. Primary responsibilities include acting as the point of contact for career planning; organizing and promoting activities related to career planning for medical students; working with Society Deans and other faculty to strategize in creating, implementing, and evaluating career planning activities; support activities that add to student professional identity formation, choice of specialty, and application to residency. The specialist must possess a professional demeanor, must be customer-focused and is expected to work proactively, efficiently, and effectively to meet the expected goals of events and activities. The specialist is also expected to work effectively with individuals from various backgrounds and industries as well as be able to use a wide variety of university software and administrative systems.

ESSENTIAL FUNCTIONS 
1.    Independently lead student career planning activities. Design, develop, collaborate, implement, and evaluate career planning activities to help students make choices about future practice as a physician. Manage career planning programs including but not limited to careers in medicine activities, workshops, faculty panels, match panels, and mentorship programs. Maintain the Roadmap to Residency website and supervise the Residency Peer Handoff elective, which includes recruiting and approving student participation, setting and running meetings, reviewing final products and submitting the final grades. Prepare for events related to career planning, set-up and host special events. Prepare handouts, folders and information packets for meetings and events. Evaluate effectiveness of programs and implement improvements as required. (30%) 
2.    Participate and provide recommendations to medical education leadership regarding strategic planning for career planning activities. Develop and implement marketing strategies for events including submissions to student newsletters. Analyze, prepare, and distribute an annual career planning report based on student career development patterns, employment trends and program needs through data collection, etc. and develop appropriate conclusions and recommendations. Implement adjustments to plans/ programs. Cultivate and maintain a cohesive culture and ongoing training for various cadres of faculty, staff, and advisors. (15%)
3.    Collect, maintain, and analyze data on students¿ residency application progress. Collect and analyze data on student residency Match including trends in student applications per specialty, student interview locations and final match rates. Maintain the annual Match rate spreadsheet and report results to student affairs advisors and department chairs. Work with student affairs staff and other partners in medical education to support match week and match day event. (15%)
4.    Build and maintain a pool of faculty advisors or mentors that represent a broad range of specialties. Refer students to relevant career planning information and resources. Explain the Match process, process nuances and various residency application-related programs accurately to students, faculty, and staff. Emphasize to students the importance of developing and projecting a positive and professional presence. Assist students with timelines and key activities in accordance with residency application deadlines, policies and procedures. Provide students with resources to create their application materials (e.g., personal statements, CV). Advise students on opportunities to increase and build professional presence and credibility. Establish and maintain relationships with outside agencies and organizations to gain knowledge of employment needs, hiring practices, requirements, etc. to further assist students¿ needs. Assist students in defining their educational and vocational goals and to develop career directions to fulfill those goals. (15%)
5.    Ensure institution and unit policies and procedures are understood and followed. Build depth and breadth of knowledge and required unit capability through targeted professional development and cross-training, especially in the areas of residency planning, application (ERAS), and matching process (NRMP, early matches). (10%) 
6.    Working with the director of student affairs, plan annual budget for career planning activities and monitor all monthly expenses with reconciling statements, PCard and DCard transactions. Negotiate and procure financial and other resources required to execute unit strategic and programmatic plans. Key contact for the processing of T&E reimbursements, either by approving forms that are completed by faculty and staff in the departments/divisions or by submitting the form directly for those who might need assistance or are not employees of the university. Submit all honorarium requests. Create requisitions and purchase orders through the PeopleSoft System to pay individuals and vendors. (10%)

NONESSENTIAL FUNCTIONS 
1.    Cultivate and deepen alliances across the academic health center and broader community to facilitate student and professional career development. Coordinate faculty and staff capability in the areas of career planning, advising, mentoring, and building professionalism. Develop collaborative working relationships with university groups and departments, including but not limited to offices within medical education and the school of medicine, clinical departments at affiliated hospitals, Tinkham Veale University Center, Thwing Student Center, school of medicine alumni office, Bon Appetit management, and academic departments to gain in depth knowledge of the operation and work environment, employment needs, hiring practices, academic/educational requirements/preferences and relevant trends of various companies in order to provide meaningful employment to university students and alumni; seek out and assist in developing tailored opportunities to meet specific needs of students; develop contacts in new areas to meet student needs. (5%) 
2.    Assist with White Coat Ceremony, Student Clinician Ceremony, Graduation Awards Ceremony, and Commencement as needed. (<1%) 
3.    Assist with additional activities as directed. (<1%)

CONTACTS 
Department: Continuous contact with faculty, administrators, directors, and staff within the school of medicine and the Cleveland Clinic Learner College of Medicine to complete all major job functions.
University: Regular contact with faculty, administrators, directors and staff within other departments and schools of Case Western Reserve University to effectively execute all job-related activities and events.
External: Regular contact with faculty, administrators, directors, and staff within the affiliated hospitals: University Hospitals Cleveland Medical Center, MetroHealth Medical Center, the Cleveland Clinic, and the Louis Stokes Cleveland VA Medical Center. Contact with businesses, government agencies, non-profit organizations, non-affiliated hospitals, and universities to recruit mentors, collaborate on special events, and share information.
Students: Continuous contact with all university Program, college program, and medical scientist training program students (1000+) at Case Western Reserve University School of Medicine.

SUPERVISORY RESPONSIBILITIES
No direct staff supervision. May train and supervise student employees.

QUALIFICATIONS
Education/Experience: Bachelor's degree and 1 year of related experience or High School education and 6 years of related experience required. Administrative experience in a health care, academic medicine setting, or event planning preferred.

REQUIRED SKILLS
1.    Professional and effective verbal and written communication skills.
2.    Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical, and educational backgrounds within the department, school and university, and with individuals outside the University. Ability to handle all telephone calls in a professional, helpful, courteous, and efficient manner.
3.    Proven ability to work with a high level of maturity and judgment, professionalism, and discretion.
4.    Strong organization skills; ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet deadlines.
5.    Ability to work with sensitive information and maintain confidentiality.
6.    Proven ability to follow through on assigned projects and provide timely follow-up with appropriate individuals.
7.    Ability to work proactively with a high degree of independence, and effectively within a team.
8.    Ability to conform to shifting priorities, demands and timeline, and flexibility to respond to project adjustments and alterations promptly and efficiently.
9.    Ability to problem-solve effectively; developing and implementing alternative solutions as needed.
10.    Strong writing skills, including creative and business writing, editing and proofreading.
11.    Ability to create and maintain databases.
12.    Excellent typing skills.
13.    Ability to perform clerical functions, including filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents, preparing mailings, etc.
14.    Ability to learn, operate, and troubleshoot existing and new office technology.
15.    Must demonstrate proficiency in software programs such as Microsoft Office (Word, Excel, PowerPoint, Publisher), database applications, and with internet navigation.
16.    Knowledge of PeopleSoft and Google applications (email and calendars) or ability to become proficient in these applications.
17.    Knowledge of basic accounting practices is preferred.
18.    Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
19.    Ability to meet consistent and reliable attendance. 
20.    Ability to interact and collaborate with colleagues, supervisors, and customers face to face, on the phone, and via video conferencing.
21.    Willingness to learn and utilize Artificial Intelligence (AI).

WORKING CONDITIONS
Typical office environment. Due to the nature of some career planning events, must be able to work evenings and weekends as needed. This position is eligible for the staff hybrid work program.