Administrative Coordinator for Student Affairs - Noorda College of Osteopathic Medicine
Provo, UT 84606
About the Job
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 performsa variety of confidential, administrative, and clerical tasks to support theoverall operations of the Student Affairs Department. The person in thisposition prepares correspondence, reports, and other documentation, maintainsdepartmental records and files, provides budget tracking, provides projectmanagement for the student catalog/handbook, manages the student healthinsurance program, assists with student mental health resources, enters andprocesses financial data, and responds to student inquiries. The AdministrativeCoordinator for Student Affairs will require the ability to work under minimalsupervision, perform independent research, and have strong problem-solvingskills. This position routinely handles highly sensitive and/or confidentialinformation and will have extensive contact with students, Noorda-COM employees'campus-wide, external agencies, and other stakeholders.
RESPONSIBILITIES
Office Management
- Oversee the day-to-dayoperations of the Office of Student Affairs, ensuring efficiency andprofessionalism.
- First point of contact for allvisitors and callers for the Office of Student Affairs.
- Develop and implement officepolicies and procedures.
- Manage room reservations for theStudent Affairs team and shared conference room space.
- Manage catering needs for thedepartment.
- Maintainoffice 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 aprofessional, secure, and welcoming greeting area in Student Affairs.
- Coordinatewith Admissions team to provide seamless transfer of knowledge/connections forpotential applicants to Noorda-COM.
- Maintain StudentAffairs breakroom/conference room, storage closet, and print/copy area.
- Serve as aliaison to other college administrative offices.
- Assist the Associate Dean for Student Affairs
- Assistwith planning and executing special projects, events, and initiatives ledby the Associate Dean for Student Affairs.
- Assistwith scheduling meetings, taking notes, and distributing action items whenrequested.
- Assistwith budget preparation and tracking, reconcile credit card charges in VisaClarity. Monitor budget compliance and prepare departmental expensereports upon request.
- Assist students with questions or concerns. Makereferrals to internal or external resources. Update appropriate staff/facultyabout student needs. Document outcomes of student requests.
- Identify students in crisis and obtain timely referral orresources.
- Provide project management for updating the studentcatalog/handbook. Manage collection of relevant changes, document updates tothe document, assist with design and publication. Coordinate with stakeholdersacross campus in the catalog/handbook revision cycle.
- Assistwith student onboarding and orientation activities.
- Coordinatethe Student Health Insurance Program (SHIP) including invoicing, monitoringcompliance, and alerting appropriate parties to concerns related to studenthealth insurance.
- Coordinatethe public transit discount program for students. Liaise with Human Resourcesdepartment on employee discounted pass program.
- Assist with management of Student Government Association– schedule meetings, obtain catering, provide administrative support.
- Provide support for Orientation, Capstone, andCommencement activities.
- Prepare and organize meetingagendas, materials, and minutes; follow up on action items.
- Screen and prioritize incomingcommunications, including emails, phone calls, and correspondencewith the intent to protect the Associate Dean’stime and allow for maximum efficiency.
- Handleconfidential and sensitive information with discretion and keep the confidence of the Associate Dean in all circumstances.
- Processexpense reports and invoices for theStudent Affairs office.
- Handlefinancial documentation with accuracy and compliance with institutionalpolicies.
- Otherduties as assigned.
Assist the Registrar
- Processandmaintainstudentdatatoensurestudentenrollment records are complete, accurate, and consistently updated.
- In coordination with the Associate Dean for StudentAffairs, provide project management support for the student catalog/handbookrevision cycle. Support the Registrar with the collection of relevant changes,documentation of updates to the document, and assisting with design andpublication.
- Assists students with forms, registration, and enrollmentstatus information.
- Processstudentrequestsfor transcripts.
- Processenrollmentanddegreeverification requests.
- Assist with diplomarequests.
- Assist with data entryrelated to registering students for courses.
- Provide support forcommencement including coordination of diploma production, graduationrequirement verification, and production of finalized transcripts and studentfiles.
- Update student fileswithin the student information system.
- Ensure confidentialityof student and course records.
QUALIFICATIONS
Education and Certification:
- BSc/BA in Social Work, Sociology, Psychology, BusinessAdministration or relevant field.
Experience:
- Proven experience as a student affairs coordinator orrelevant human resources/administrative position.
- Strong IT skills and experience with Student InformationSystems.
- Strong ability in using MS Office (MS Word, MS Excel, MSPowerPoint, etc.).
Skills amp; Abilities:
- Demonstrable experience working with professionalstudents, ideally including student support activities such as referrals tomental health care, assisting with social activities, and providing exemplarycustomer service.
- Ability to manage and track budget expenditures –including ability to produce on-demand reports, manage accounts payable fordepartment, and follow up with contractor/vendor/students.
- Outstanding communication and interpersonal skills.
- Ability to handle data with confidentiality and excellentattention 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 alllevels and working as part of a team.
Must be:
Able to maintain a high level ofconfidentiality.
- 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, oralpresentation, and listening skills.
- Able to work independently yet isan effective participant in cross-functional teams.
- Self-motivated, self-disciplined,have a strong work ethic and capable of establishing priorities in an executivesetting.
- Flexible and able to adapt tochanging priorities and effectively handle frequent interruptions.
- Innovative, resourceful, detailedoriented, with excellent follow through skills.
- Capable of balancing multipleprojects in stressful situations while meeting deadlines, achieving desiredresults, and maintaining positive relations while understanding the importanceof confidentiality of data and information.
Noorda College of Osteopathic Medicine is anEqual Opportunity Employer and does not discriminate against individuals in anyphase of the application or employment phase on the basis of race, religion,creed, color, national origin, sex, sexual orientation, gender identity orexpression, age, ancestry, physical or mental disability, medical conditionincluding medical characteristics, marital status, veteran status, economicstatus, genetic identification, political belief, or any other classification protectedby applicable local, state or federal laws. The College adheres to all relevantgovernment statutes, and state and federal laws.