Donna Dortch
Donna Dortch’s job title at the University of Maryland School of Pharmacy (UMSOP) is associate director of records and registration, but her job duties extend far beyond merely tracking students’ academic performance and making sure they are properly signed up for classes each semester.
“When I say I am in records and registration, I’m not sure many people really understand what all goes into that,” said Dortch, who has worked in UMSOP’s Office of Student Affairs since 2016. “I’m also involved in the academic hearings process, and I’ve worked on several schoolwide projects. I also help with all of our office’s events and work with the UMB [University of Maryland, Baltimore] registrar and SIMS [school information management systems] team.
“I do audits for graduating students, making sure they are on track to graduate. It’s hard to put my job into just a couple of words, because it covers a big area.”
Dortch considers all of these responsibilities to be a welcome challenge, and while she says she doesn’t like to be the center of attention, she had no choice Feb. 18 when she was honored as the UMB Employee of the Month of February.
UMB President Bruce E. Jarrell, MD, FACS, led off the videoconference to surprise Dortch with the award, congratulating her and noting that the 15-plus UMSOP and UMB employees attending the Zoom call were eager to sing her praises. JuliAna Brammer, MBA, director of records and registration and Dortch’s supervisor, was up first, followed by Shannon Tucker, PhD, MS, assistant dean of instructional design and technology, Office of Academic Affairs.
“Our office knows how valuable Donna is and all of the things she does for our students, coordinating with multiple offices on campus to make sure that our students get what they need, when they need it,” Brammer said. “Working in different systems and dealing with changing systems and changing environments, it can definitely be a challenge. But Shannon and I recognize all the things that Donna is able to coordinate, and she is always detail-oriented and willing to do what it takes to get the job done.”
Tucker, who wrote the Employee of the Month award nomination, said, “It has been a pleasure and an honor to work with Donna. She has done so much to move student services ahead and really worked to modernize our processes, support our students, and do all of it collaboratively with multiple offices. Donna embodies a lot of the UMB core values that we strive to meet.”
In her nomination, Tucker expounded on Dortch’s efforts that tie in to two of UMB’s core values sets: Well-Being and Sustainability, and Respect and Integrity.
“Donna has spearheaded the shift from paper-based to paperless workflows for grading forms and student support requests, making a significant impact on sustainability and well-being,” Tucker said. “By reducing paper usage, she has helped minimize the storage footprint of student records while streamlining the submission and receipt of critical forms.
“Her adaptability, meticulous attention to detail, and exceptional problem-solving skills make her an invaluable team member and a role model for her peers and colleagues. Donna fosters a culture of respect, integrity, and collaboration that strengthens bonds between staff in the offices of Academic Affairs and Student Affairs, inspiring those around her to achieve shared success.”
Tucker said Dortch co-designed an innovative advising workflow that integrates Doctor of Pharmacy (PharmD) program advising with degree compliance reporting, adding that the streamlined approach has enhanced access to academic progress reporting for advisors and students while maintaining essential degree compliance functions.
“By promoting transparency in records, Donna has empowered both students and advisors with a clearer understanding of academic progress and pathways to degree completion,” Tucker said. “Her most impactful recent work was streamlining office policies and procedures. Recognizing the challenges posed by late PharmD registrations, she proposed a policy change that when enacted reduced late registrations from 36 percent in 2023 to an impressive 4 percent in 2024. This change alleviated administrative burdens across multiple school offices and demonstrated her ability to effectively address systemic issues.”
Dortch, who is pursuing a Master of Business Administration degree at the University of Maryland Global Campus, began her UMSOP tenure as an administrative assistant in 2016 and has been promoted to program administrative specialist, assistant director, and now associate director. Before joining UMSOP, she worked in the administrative offices of the R Adams Cowley Shock Trauma Center at the University of Maryland Medical Center.
Dortch, who will receive a certificate, a letter of commendation, and an extra $250 in her next paycheck for winning the award, said her job is difficult at times but she enjoys overcoming any obstacles to success.
“Even though we work on somewhat of a cyclical basis, the job is never the same,” she said. “Yes, it can be very challenging, but I like having a challenge. You also have to be very detail-oriented — and I like that part, too.
“I was shocked and surprised, to say the least, about being named Employee of the Month,” Dortch added. “I think a lot of times we focus on student admissions and sometimes the student service side of the equation takes a back seat, so I appreciate that UMB is recognizing all the hard work that we do.”
— Lou Cortina
