Student Services Coordinator
Job Title: Student Services Coordinator
Location: Case Main Campus
Full/Part Time: Full-Time
Job ID: 8490
Job Description POSITION OBJECTIVE
- 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%)
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. REQUIRED SKILLS
- 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.
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.
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.