Overview

The Senior Administrative Coordinator for the Office of Student Affairs (OSA) at the School of Medicine will provide comprehensive executive level administrative and operational support to the Dean of Students and support OSA programs and initiatives. The core functions of this role involve managing and prioritizing the Dean's busy schedule, coordinating the Gold Humanism Honor Society (GHHS) program, overseeing the House Advisory Deans’ calendars, and maintaining the OSA’s communication and digital presence. The ideal candidate for this primarily in-person position will possess exceptional organizational skills, a proactive attitude, and the ability to handle confidential information with discretion.

Responsibilities

Schedule and Calendar Management:

• Manage the Dean's complex calendar, including appointments, meetings, and events.
• Coordinate student appointments and scheduling for Student Affairs leadership and House Advisory Deans.
• Coordinate and schedule meetings, including arranging venues, preparing agendas, and taking minutes.

Administrative Support:

• Prepare correspondence, reports, presentations, meeting materials, and other professional communications for the Dean of Students.
• Support committee and other meeting operations, including scheduling, agenda preparation, minute-taking, and follow-up communications.
• Maintain confidential files and records.
• Coordinate and maintain records for programs including Career Planning initiatives, PAIR reporting, Learning Environment activities, other Student Affairs programs, and other programs as requested.
• Maintain Student Affairs website, digital resources, Microsoft Sways, and communication platforms, ensuring information is current, accurate, and engaging.
• Plan and coordinate student affairs events, ceremonies, workshops, and recognition programs.
• Assist with scheduling, and communication of Career Specialty Modules.
• Manage confidential student records and information in compliance with institutional policies and FERPA.
• Compile reports, maintain databases, and support accreditation and continuous quality improvement activities.
• Create professional memos and letters to distribute on behalf of the Dean of Students, deans, and director to students, staff, and administration.
• Collaborate with the communications team to enhance the online presence of the Office of Student Affairs and related programs.
• Assist with special projects and other duties as assigned by the Dean.
• Serve as Gold Humanism Honor Society (GHHS) Chapter Liaison maintaining records and documentation related to GHHS and organizing GHHS events, activities, and meetings.

Office Management:

• Maintain organized office files, records, and databases.
• Order office supplies and manage inventory to ensure the office is well-equipped.
• Provide general administrative support to the Dean and other staff members as needed.

Liaison Role:

• Serve as a point of contact for students, faculty, staff, and external stakeholders.
• Facilitate communication and ensure that inquiries and requests are promptly addressed.

Event Coordination:

• Plan and coordinate events and functions hosted by the Office of Student Affairs.
• Manage logistics, including venue selection, catering, and guest invitations.
• On occasion, be available to assist with events scheduled outside of typical working hours (e.g., evening student events).
• Perform other tasks, duties and / or projects as assigned by supervisor.

Qualifications

• Bachelor’s Degree or equivalent experience.
• Proficiency in Microsoft Office Suite (Outlook, Sway, Word, Excel, PowerPoint, SharePoint, Forms, Bookings), Google Suite (Drive, Docs, Sheets, Slides, Forms), learning management programs, and familiarity with website management tools.
• Minimum of 3-5 years of progressively responsible administrative experience, preferably in an academic or healthcare environment with experience implementing new programs and/or technologies.
• Ability to handle confidential information with discretion and professionalism.
• Proactive self-starter who can anticipate and prioritize the needs of the Dean and the office.
• Exceptional organizational and project management skills.
• Strong attention to detail and accuracy.
• Professional demeanor and excellent interpersonal, customer service, and communication skills - to enhance department’s overall awareness, accessibility, responsiveness, and efficiency.
• Ability to work independently, exercise sound judgment, and solve problems proactively.
• Flexibility and adaptability in a fast-paced environment.
• 35 hours per week primarily onsite with occasional evening hours to support student events and programs.