Administrative Coordinator for Student Affairs

Noorda College of Osteopathic Medicine
Job Title: Administrative Coordinator of Student Affairs
Schedule: Full-time, Exempt
Location: On-Site in Provo, UT

JOB SUMMARY

The Administrative Coordinator for Student Affairs performs a variety of confidential, administrative, and clerical tasks to support the overall operations of the Student Affairs Department. The person in this position prepares correspondence, reports, and other documentation, maintains departmental records and files, provides budget tracking, provides project management for the student catalog/handbook, manages the student health insurance program, assists with student mental health resources, enters and processes financial data, and responds to student inquiries. The Administrative Coordinator for Student Affairs will require the ability to work under minimal supervision, perform independent research, and have strong problem-solving skills. This position routinely handles highly sensitive and/or confidential information and will have extensive contact with students, Noorda-COM employees' campus-wide, external agencies, and other stakeholders.

RESPONSIBILITIES

Office Management

• Oversee the day-to-day operations of the Office of Student Affairs, ensuring efficiency and professionalism.
• First point of contact for all visitors and callers for the Office of Student Affairs.
• Develop and implement office policies and procedures.
• Manage room reservations for the Student Affairs team and shared conference room space.
• Manage catering needs for the department.
• Maintain office supplies and equipment; coordinate with facilities and IT to manage any needs of the office or to prepare for in-person or virtual meetings.
• Maintain a professional, secure, and welcoming greeting area in Student Affairs.
• Coordinate with Admissions team to provide seamless transfer of knowledge/connections for potential applicants to Noorda-COM.
• Maintain Student Affairs breakroom/conference room, storage closet, and print/copy area.
• Serve as a liaison to other college administrative offices.
• Assist the Associate Dean for Student Affairs
• Assist with planning and executing special projects, events, and initiatives led by the Associate Dean for Student Affairs.
• Assist with scheduling meetings, taking notes, and distributing action items when requested.
• Assist with budget preparation and tracking, reconcile credit card charges in Visa Clarity. Monitor budget compliance and prepare departmental expense reports upon request.
• Assist students with questions or concerns. Make referrals to internal or external resources. Update appropriate staff/faculty about student needs. Document outcomes of student requests.
• Identify students in crisis and obtain timely referral or resources.
• Provide project management for updating the student catalog/handbook. Manage collection of relevant changes, document updates to the document, assist with design and publication. Coordinate with stakeholders across campus in the catalog/handbook revision cycle.
• Assist with student onboarding and orientation activities.
• Coordinate the Student Health Insurance Program (SHIP) including invoicing, monitoring compliance, and alerting appropriate parties to concerns related to student health insurance.
• Coordinate the public transit discount program for students. Liaise with Human Resources department on employee discounted pass program.
• Assist with management of Student Government Association – schedule meetings, obtain catering, provide administrative support.
• Provide support for Orientation, Capstone, and Commencement activities.
• Prepare and organize meeting agendas, materials, and minutes; follow up on action items.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence with the intent to protect the Associate Dean’s time and allow for maximum efficiency.
• Handle confidential and sensitive information with discretion and keep the confidence of the Associate Dean in all circumstances.
• Process expense reports and invoices for the Student Affairs office.
• Handle financial documentation with accuracy and compliance with institutional policies.
• Other duties as assigned.

Assist the Registrar

• Process and maintain student data to ensure student enrollment records are complete, accurate, and consistently updated.
• In coordination with the Associate Dean for Student Affairs, provide project management support for the student catalog/handbook revision cycle. Support the Registrar with the collection of relevant changes, documentation of updates to the document, and assisting with design and publication.
• Assists students with forms, registration, and enrollment status information.
• Process student requests for transcripts.
• Process enrollment and degree verification requests.
• Assist with diploma requests.
• Assist with data entry related to registering students for courses.
• Provide support for commencement including coordination of diploma production, graduation requirement verification, and production of finalized transcripts and student files.
• Update student files within the student information system.
• Ensure confidentiality of student and course records.

QUALIFICATIONS

Education and Certification :

• BSc/BA in Social Work, Sociology, Psychology, Business Administration or relevant field.

Experience :

• Proven experience as a student affairs coordinator or relevant human resources/administrative position.
• Strong IT skills and experience with Student Information Systems.
• Strong ability in using MS Office (MS Word, MS Excel, MS PowerPoint, etc.).

Skills amp; Abilities:

• Demonstrable experience working with professional students, ideally including student support activities such as referrals to mental health care, assisting with social activities, and providing exemplary customer service.
• Ability to manage and track budget expenditures – including ability to produce on-demand reports, manage accounts payable for department, and follow up with contractor/vendor/students.
• Outstanding communication and interpersonal skills.
• Ability to handle data with confidentiality and excellent attention to detail.
• Good organizational and time management skills.
• Good initiative and able to work with minimum supervision.
• Able to multitask and manage competing priorities.
• Confident and proactive in liaising with people at all levels and working as part of a team.

Must be:

• Able to maintain a high level of confidentiality.

• Self-confident, strong leader, skilled decision-maker with ability to lead by influence and effectively.
• Communicate with various constituencies across the college.
• Exceptional at written, oral presentation, and listening skills.
• Able to work independently yet is an effective participant in cross-functional teams.
• Self-motivated, self-disciplined, have a strong work ethic and capable of establishing priorities in an executive setting.
• Flexible and able to adapt to changing priorities and effectively handle frequent interruptions.
• Innovative, resourceful, detailed oriented, with excellent follow through skills.
• Capable of balancing multiple projects in stressful situations while meeting deadlines, achieving desired results, and maintaining positive relations while understanding the importance of confidentiality of data and information.