Administrative Coordinator

The Administrative Coordinator for the Office of Student Affairs (OSA) at the School of Medicine will provide comprehensive senior-level administrative support to the Dean of Students as well as needed program management for the OSA. The core functions of this role involve managing and prioritizing the Dean's busy schedule, coordinating the Gold Humanism Honor Society (GHHS) program, overseeing the House Advisory Dean calendars, and maintaining the OSA’s communication and digital presence. The ideal candidate for this in-person position will possess exceptional organizational skills, a proactive attitude, and the ability to handle confidential information with discretion.

Schedule and Calendar Management:

Monitor and manage the Dean's schedule, including appointments, meetings, and events.

Coordinate travel arrangements and prepare itineraries for the Dean.

Ensure the Dean is prepared for all engagements with necessary materials and information.

Run and update the Dean's calendar, ensuring all commitments are met.

Monitor and arrange the House Advisory Dean’s calendars and appointments.

Coordinate and schedule meetings, including arranging venues, preparing agendas, and taking minutes.

Administrative Support:

Prepare and edit documents, reports, and presentations for the Dean.

Maintain confidential files and records.

Assist with special projects and other duties as assigned by the Dean.

Including Personal Accolades and Incidents Reporting (PAIR) triaging, communication, tracking and reporting. Learning Environment reporting, Extended Study Advanced Research (ESAR) reporting, and other reports as requested.

Create professional memos and letters to be distributed on behalf of the Dean of Students, deans, and director to students, staff, and administration. 

GHHS Program Management:

Act as the lead person to organize the Gold Humanism Honor Society (GHHS) program.

Coordinate GHHS events, activities, and meetings.

Maintain records and documentation related to the GHHS program.

Career Planning Curriculum Administration:
Career Planning Website Maintenance
Assist with scheduling, and communication of Career Specialty Modules.
Update and maintain the Office of Student Affairs Career Planning website, ensuring information is current, accurate, and engaging.
Update and maintain Microsoft Class Sways.
Collaborate with the communications team to enhance the online presence of the Office of Student Affairs and related programs.

Office Management:
Maintain organized office files, records, and databases.
Order office supplies and manage inventory to ensure the office is well-equipped.
Provide general administrative support to the Dean and other staff members as needed.

Liaison Role:

Act as a point of contact between the Dean’s office and students, faculty, staff, and external stakeholders.

Facilitate communication and ensure that inquiries and requests are promptly addressed.

Event Coordination:

Plan and coordinate events and functions hosted by the Office of Student Affairs.

Manage logistics, including venue selection, catering, and guest invitations.

On occasion, may need to be available to assist with events scheduled outside of typical working hours (e.g. evening student events).

Calendar Coordination:

Perform other tasks, duties and / or projects as assigned by supervisor.

Education requirement: Bachelor’s Degree or equivalent experience.

Technical/computer skills: Proficiency in Microsoft Office Suite (Sway, Word, Excel, PowerPoint), Google Suite (Docs, slides, Forms) and familiarity with website management tools.

Prior experience: Minimum of 3-5 years of experience in an administrative support role, preferably in an academic or medical environment with prior experience implementing new programs and/or technologies.

Other skills/requirements:

- Discretion and confidentiality in handling sensitive information.

- Proactive self-starter who can anticipate and prioritize the needs of the Dean and the office.

- Detail-oriented, organized with a high degree of accuracy in work.

- Professional demeanor and strong interpersonal skills.

- Ability to multitask and prioritize effectively in a fast-paced environment.

-Interest and ability implementing/maximizing new programs/technologies to enhance department’s overall efficiency

Physical Demands

LOCATION and HOURS: 21 hours per week preferably 4-5 days per week onsite. Depending on the finalist candidate’s preferred schedule, may consider hybrid arrangement.