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Program Associate (Student Affairs - Medicine)

Job description

Job ID: 43066

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 03/13/2018


Student Affairs – College of Medicine


Provides academic and administrative support for enrollment processes in the Division of Student Affairs and Admissions at the College of Medicine (COM).
Manages all components of student enrollment records to include maintaining the security of student records and the electronic student file system for medical student records (Nolij). Serves as enrollment contact and responds to general inquiries (verbal and written) requiring knowledge of applicable policies and procedures as they relate to the College of Medicine, Florida State University, Liaison Committee on Medical Education, Association of American Medical Colleges, etc. Responsible for processing and managing files for newly admitted students which includes admitting all students (200 + each academic year) in Student Central (University Admissions and Records student system), verifying receipt of all required enrollment documentation and executing file transfer to University Office of Admissions and Student Records. Responsible for verifying and posting all incoming degrees to the official student record, building new student files in Nolij and maintaining hard copy files. Scans all new documents into student Nolij files.
Responsible for data entry related to enrollment activities. Responsible for building courses for the MD, PA, and Bridge curriculum in Student Central (200+ courses for all 3 semesters). Registers the MD, PA, and Bridge students (360 + students) each semester (summer, fall and spring). Verifies enrollment and compliance of all students to include immunization records (360+ students) and any hold related to registration. Responsible for contacting FSU Registrar’s Office, University Health Services, and Student Financial Services, to remove holds, late fees, etc. as needed to enroll students.
Liaison to COM regional campuses for grade and student record dissemination. Provides support to regional campus staff for records management including access to Nolij. Responsible for uploading transcripts and MSPE (medical school performance evaluation) letters into the Electronic Residency Application Service (ERAS) and Visiting Student Application Service (VSAS).
Assists COM Registrar with various tasks related to graduation, degree certification and enrollment verification. Responsible for facilitating grade posting with Office of Admissions and transcript auditing with the main University Registrar's Office. Works with the COM Registrar in preparing documentation for the COM Student Evaluation and Promotion Committee (SEPC) meetings. Responsible for disseminating SEPC letters to students and copied parties.
Performs other related duties as required to assure the efficient operation of the Division of Student Affairs and Admissions to include, but not limited to: assisting with special events and programs for the College of Medicine under the purview of the Division of Student Affairs. Position will require driving to drop off and pick up time-sensitive documents at the University Admissions and Registrar's Office on a frequent basis.


High school diploma/equivalency and four years of experience; or a combination of post high school education and experience equal to four years.
Experience with applicable computer applications and basic computer functions to include Microsoft Word, Excel, and Outlook or comparable software.
Experience communicating effectively verbally and in writing.
Experience establishing and maintaining effective working relationships.
Experience maintaining accurate records and retrieving files from active or archive sources.
Experience performing accurately in a detailed oriented environment.
Experience prioritizing, organizing, and performing multiple work assignments simultaneously.
Valid Florida or Georgia driver’s license or the ability to obtain.


Experience with registration and graduation requirements. Experience with SharePoint.

Anticipated Salary Range

Anticipated hiring in the low $30,000’s.

Pay Plan

This is an USPS (University Support Personnel System) position.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034.
MPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf





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Job No:
Posted: 3/8/2018
Application Due: 3/14/2018
Work Type: