Student Support Coordinator II - Coordinator, Student Services & Programs (Phoenix)

Posting Number:

req4558

Department:

COM Phoenix Academic Affairs

Department Website Link:

College of Medicine-Phoenix

Location:

Greater Phoenix Area

Address:

435 N. Fifth St., Phoenix, AZ 85004 USA

Position Highlights:

The Coordinator of Student Services is a dynamic, creative and professional individual who is comfortable interacting with students, parents, faculty, staff, leaders and the general public. This individual will lead in supporting the coordination and organization for our Student Affairs Department given our class expansion while supporting our Career and Professional Advisors, Wellness initiatives, Alumni/ Student Relations offerings, and our Director of Student Services. This will also include supporting major student programming and events for the Student Affairs subunits which encompasses 18 professionals inclusive of the Career and Professional Advising team within nine administrative functions. Job duties for this position fall into providing Administrative coordinator support to the Career and Professional Advisors through the Careers in Medicine Program and subsequently program support to Student Development, Financial Aid, Wellness, and Alumni. The ideal candidate will find it easy to adapt to a variety of situations. He or she will have the ability to be tactful, diplomatic and sensitive to confidential information. This position requires excellent problem-solving skills, customer service orientation, initiative and professional demeanor. The coordinator will interact with a diverse population on a daily basis including: current students, parents, faculty, staff, affiliated institutions and the general public, thus requiring a high level of discretion, professionalism and the ability to multi-task and prioritize projects. The Coordinator must be a "team player" with a good knowledge base of computer skills.

The University of Arizona College of Medicine – Phoenixanchors the 28-acre Phoenix Biomedical Campus in the heart of the Valley of theSun. The College inspires and trains individuals to become exemplaryphysicians, scientists and leaders who are life-long learners and inquisitivescholars. We embrace professionalism, innovation and collaboration to optimizehealth and health care for all. The Phoenix Biomedical Campus embodies theUniversity’s priorities of engagement, partnership, innovation, and synergy inits world-class academic and research initiatives, with clinical facilitiesthroughout Greater Phoenix. The campus also houses the UA Colleges of PublicHealth, Pharmacy, and Nursing, as well as Northern Arizona University’s Collegeof Health and Human Services, the Translational Genomics Research Institute(TGen) and the International Genomics Consortium.

Outstanding UAbenefits include health, dental, and vision insurance plans; life insurance anddisability programs; paid vacation, sick leave, and holidays; UA/ASU/NAUtuition reduction for the employee and qualified family members; stateretirement plan; access to UA recreation and cultural activities; and more!

Duties & Responsibilities:

Serves as Administrative Coordinator and support for Student Services and Career & Professional Advising:

  • Builds Advising calendars to accommodate 80-120 students per class several times per year.
  • Maintains documentation in software program, Advisortrac and receives and organizes student data collected/surveys for advising team.
  • Records and maintains calendaring for Advising team and minutes for weekly minutes.
  • Collects and organizes data to enhance advising of students on specialty selection, performance of our students, local and national match data and any other corollary data that may prove helpful.
  • Coordinates scheduling, planning, printing, catering, room arrangements and other tasks relative to programming and advising.
  • Responsible for overall planning and coordination of Mock Interviews for Advisors to include faculty and student correspondence, organization and release of necessary materials, budget management and reconciliation (as needed) and coordinate feedback responses from both students and faculty for presentation to advisors.
  • Serves as liaison along with Director of Student Services between Student Development, Career and Professional Advising and Curricular Affair for Values Auction and coordinates timing, scheduling, and organization with intended parties.
  • Support the students/advisors with student navigation of ERAS and NRMP systems.
  • Input and upkeep of master excel data sheet of student data of 320+ students.
  • Input and upkeep of advising website including installation of new announcements made by AAMC/ERAS, Specialty Newsletters, recorded independent learning modules, and updated calendaring of student essential dates/events.

Serves as programming support for Student Development, the Wellness Program and Alumni Services:

  • Assists in the coordination of student related events including: coordinating campus setup, reconciling and paying vendor invoices, student reimbursements and negotiating vendor contracts.
  • Assists in the development, implementation and coordination of new and continuing programs related to student services.
  • Coordinates scheduling, planning, printing, catering, room arrangements and other tasks relative to programming.
  • Helps to develop and arrange annual reports and data for sub-units.

Additional Student Affair Functions:

  • Responsible for the development and maintenance of current communication and marketing tools which allow and facilitate student communication, information delivery and interaction: newsletters, poster/program design and general website upkeep.
  • Assists the Director of Student Services with expenditures as needed for Student Affairs administrative and operational needs within departmental and budgetary parameters.
  • Coordinates planning, printing, catering, room arrangements and other tasks relative to programming/department needs.
  • Assists the Director of Student Services for the overall planning, coordination of Student Affairs curriculum (ITM, intersessions, capstones, New Student Retreat).
  • Coordinates necessary travel reservations and itineraries; determines and prepares background materials needed and assists with reconciliation paperwork.
  • Implements, distributes, and collects data for fourth year Match student surveys.
  • Coordinates with Director of Student Affairs and other Student Affairs sub units as needed for updating, maintaining and generating new content for the College of Medicine- Phoenix Student Affairs website.
  • Provide support as needed to the Direct of Student Wellness in event coordination and other wellness offerings.
  • Provide support as needed to the Manager of Alumni Relations in event coordination and other Alumni outreach initiatives.
  • Assist Director of Student Services with maintenance of student listserv management, student handbook, and newsletters.
  • Coordinates meetings and takes minutes.
  • Other Student Affairs projects and programming, as needed.

Responsible for the overall planning, coordination, budget management and reconciliation of key events/ceremonies for the College. (The nature of these events is impacted by the COVID-19 pandemic and therefore will require flexibility and ingenuity on the employee’s part to adapt to potential change dependent on circumstances.)

Match Day:

  • This event is the culmination of our students’ medical education, and as such must have the appropriate balance of fun and celebration with dignity and academically appropriate sensibility.
  • Oversight of this event includes but not limited to: unique event design and execution, logistics, budget, decorations, volunteer coordination, guest/faculty/staff communication, committee meetings, invitations and event flow.

Commencement

  • Responsibilities for this event includes close coordination with Special Events staff around event logistics and contracts; collaboration with the Deans office related to external relations with ABOR, Presidents Office and community VIP’s; organization of procession to and from ceremony location; budget; faculty coordination; committee meetings; regalia coordination; volunteer recruitment and training; collaboration with Marketing and Communication regarding the program layout and edits, invitations and ceremony flow.

Open Campus

  • Open Campus is a campus-wide open house in coordination with Recruitment and Admissions and White Coat Ceremony. Management of this event includes food, building tours, SIM Center tours, building and campus operations.

Minimum Qualifications:

  • Bachelor's degree or equivalent advanced learning attained through professional level experience required.
  • Minimum of 3 years of relevant work experience is typically required.

Preferred Qualifications:

A successful candidate will have the following, Knowledge, Skills, and Abilities:

● Ability to coordinate and work well with others.

● Ability to effectively communicate verbally and in writing.

● Ability to prioritize conflicting needs.

● Takes initiative, achievement oriented and anticipates needs.

Preferred Qualifications:

● 3 or more years of demonstrated successful, program coordination and large event programming/coordination.

● Experience in Student Affairs in Higher Education.

● Basic accounting and budgeting experience.

● Demonstrated organizational skills and attention to detail.

● Knowledge of office and administrative practices and principles.

● Ability to problem solve, make sound decisions, and manage multiple tasks simultaneously.

● Skill in the use of personal computers and Microsoft Office software, including Word, Excel, PowerPoint.

FLSA:

Exempt

Full Time/Part Time:

Full Time

Number of Hours Worked per Week:

40

Job FTE:

1.0

Work Calendar:

Fiscal

Job Category:

Student Services

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$37,506 - $45,000 Annually, Depending on Experience

Compensation Type:

salary at 1.0 full-time equivalency (FTE)

Grade:

6

Career Stream and Level:

PC2

Job Family:

Student Support

Job Function:

Student Services

Type of criminal background check required::

Name-based criminal background check (non-security sensitive)

Number of Vacancies:

1

Target Hire Date:

5/3/2021

Expected End Date:

Contact Information for Candidates:

College of Medicine-Phoenix, Office of Human Resources

[email protected]

Open Date:

3/4/2021

Open Until Filled:

Yes

Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).

The University of Arizona has currently adopted a remote working environment in accordance with guidelines recommended by the CDC. Until further notice, interviews for this position will be conducted remotely.

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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