Student Services Coordinator

Job description

Job Title: Student Services Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8490

Working under general direction in this unique position, the Department Assistant 2 will provide direct administrative support to two different offices at the School of Medicine: the Office of Admissions and Financial Aid and the Office of the Registrar. By combining similar skill sets and targeting common activities shared by both departments, the department assistant will act as a “bridge” between both departments resulting in better communication and a higher understanding of shared processes (e.g. matriculating students, management of background checks). The position requires a high level of accuracy and an understanding of how to handle information securely by preserving the confidentiality of application information and individual student records that are maintained in accordance with institutional policies and legal requirements including the appropriate retention, disposal and archive of student records.

The department assistant will serve as the initial contact for prospective applicants and current students, faculty, staff and visitors, including the triaging of incoming phone calls to the offices. As such, the department assistant is expected to work effectively with individuals from various backgrounds, must project a professional and welcoming demeanor and must be customer-focused. Primary responsibilities of this position include serving as the office receptionist and coordinator, performing administrative and clerical duties, data entry and collection, operational oversight and project-based tasks. This also includes collaborating with both offices on various projects such as the processing of all transcripts, background checks and making sure all admitted students have completed all necessary requirements for matriculation. This will be a 50:50 position with 50% of the responsibilities coming from the School of Medicine Admissions and the other 50% coming from the School of Medicine Registrar. The home base for this position will be Admissions. Some assignments may be long-term in both departments and will require the ability to see them through with limited oversight.


    Serve as the primary and initial contact for two departments at the School of Medicine: Office of Admissions and Financial Aid and Office of the Registrar, located at the Health Education Campus. Answer and redirect incoming phone calls, respond to inquiries from prospective applicants, current students, alumni, faculty, staff and other visitors. Redirect to relevant office members as appropriate, relay messages, set up conference calls, coordinate meetings; greet visitors to the office, ensure the Admissions reception area is maintained and provide a welcoming environment; communicate with other medical education departments within the School of Medicine as well as hospital or site coordinators as needed; help respond to third and fourth year medical student inquiries regarding scheduling procedures, graduation requirements and required program coursework. (30%) Assist with oversight of the application screening process, including assigning applications to screeners, monitoring screening progress and statistics and assist with first tier screening. Assist with oversight for current students applying away (domestic and international), monitoring and updating for completion of applications and following up. (10%)Perform a variety of clerical duties, typing assignments and process a high volume of data entry (such as grades, enrollment requests) requiring speed, accuracy and the ability to process confidential information. Initiate and follow up on routine correspondence including follow up for missing grades. Issue academic transcripts; review transcripts for accuracy. Maintain confidential records and electronic files and keep both electronic applications and student records organized and up to date, following the appropriate retention and archival policy. (17%)Responsible for the preparation and coordination of the admissions interview day activities, including interaction with applicants and coordinating and monitoring interviews. Interview days take place three days/week from August through January with additional BS/MD interviews taking place in March. (15%) Assist with special projects and events by staffing events, preparing materials in advance and assisting with communications (e.g. Second Look Weekend, White Coat Ceremony, commencement, Match Day, graduation, etc.). Assist in preparation for bimonthly admissions committee meetings, including ensuring that all interviewer feedback is completed, requiring communication with faculty and student interviewers as needed. (7%) Assist with oversight of the admission to matriculation to enrollment process for new students including follow up as needed to complete incoming requirements. Assist with oversight of compliance requirements for all students regarding background checks and immunization compliance. Review new course proposals and other course changes, route for internal approval as appropriate and enter the completed proposal or action electronically for final approval. Stay up to date on medical school admissions and graduation trends and changes from year to year regarding application review and graduation requirements. This includes staying up to date on all admissions changes and requirements needed for matriculation and understanding graduation requirements. (10%) Perform data analysis in reviewing admission and enrollment data when requested for reporting purposes such as annual student census data, student enrollment population and tracking graduation and immunization requirements. Compile and distribute reports as needed, such as the bi-annual report for enrolled students engaged in distance education and monthly list of enrolled students eligible for parking. (6%)


    Cross train with the other department staff members. Perform other duties as assigned. (3%)Maintain the department website. Ensure all information is current and relevant. (2%)


Department: Continuous contact with departmental staff, the Office of Student Affairs and Academic Societies and regular contact with the Office of Curricular Affairs to answer questions, provide or coordinate information. Periodic contact with the Physician Assistant Program, Office of Financial Aid and UTech. Reports to and has daily contact with the Assistant Registrar and the Assistant Director of Admissions.

University: Occasional contact with the University Registrar, Office of Graduate Studies and other enrollment staff in other programs across campus. Regular contact with University SARA representative, Center for International Affairs, Cashier’s Office and Student Accounts. Period contact with University Archives.

External: Frequent interactions with constituents in person and via phone, both locally, regionally and nationally, including prospective applicants, current applicants, interviewees, pre-med advisors, faculty and others, to promote and provide information about the school. Infrequent contact with AAMC entities such as the Student Records System (SRS), VSLO (Visiting Student Learning Opportunities) to update student verifications. Period contact with the Clinical Assessment System (CAS) to troubleshoot course enrollments and missing grades. Regular contact with counterparts, including peers and faculty at affiliated hospitals or other hospitals and medical schools. Infrequent contact with state licensing boards.

Students: Continuous contact with students to exchange information.


This position has no direct supervision of staff employees. May direct the work of student workers or temporary employees.

Experience: 3 to 5 years of related experience working in an office or professional setting.

Education/Licensing: High School education required. Bachelor’s degree preferred.


    Familiarity with integrated database management systems.High comfort level with web-based applications including but not limited to the use of Google Apps and Microsoft Office (Word, Excel and PowerPoint). Must have capacity to think critically and manage complicated issues.Attention to detail; ability to problem solve and follow an issue through to resolution.Excellent interpersonal and communication skills (including oral, written and presentation.Strong commitment to customer service and must be able to act as a strong ambassador of the SOM to all constituents.Strong organizational skills, self-motivation and demonstrated ability to work independently as well as collaboratively in a team.Must be able to process complex and highly confidential information.Ability to meet consistent attendance.Ability to interact with colleagues, supervisors and customers face to face.


General office environment, the employee will perform repetitive motion using computer mouse and keyboard to type. Work may involve standing or escorting groups of students across the Health Education Campus facility for extended periods of time. In rare occasions this position may be asked to transport materials from one location to another which may involve lifting objects that weigh up to 40 pounds.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.





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Job No:
Posted: 10/6/2020
Application Due: 10/22/2020
Work Type: