Program Coordinator II (Hybrid) - Office of Medical Student Affairs
About The Position
The Program Coordinator II provides comprehensive, proactive administrative and program coordination to the Office of Medical Student Affairs (OMSA) and the Student Success Team (SST). Responsibilities include advanced calendar and meeting coordination for key faculty, staff, SST members, and OMSA. The role supports OMSA by assisting the Deans, providing administrative support, coordinating MD Student Life communications and activities, and leading project timelines and logistics efforts to ensure OMSA programming and awards are planned and implemented efficiently and effectively. For SST, the Coordinator manages agendas, meetings, minutes, and related instructional materials; oversees remediation processes and student tracking via the SST Tracking Board; administers Absence Notification Forms and Professional Behavior Forms; monitors and reports Step exam outcomes and coordinates related student meetings; and supports the Student Learning Specialist processes.
Requirements
- High school diploma or equivalent high school certification or combination of education and/or experience.
- Relevant Experience (5 Years)
- Strong interpersonal and customer service skills; ability to work effectively with clinicians, students, faculty, and staff in a fast-paced, service-oriented environment.
- Excellent organization, accuracy, and attention to detail; ability to manage multiple priorities and meet deadlines with minimal oversight.
- Clear written and verbal communication; professional email and document preparation.
- Comfort with technology and willingness to learn new systems; proficiency with Microsoft Office (Outlook, Word, Excel) and familiarity with basic AV and ARS tools.
- Discretion and judgment in handling confidential information.
Nice To Haves
- Bachelor's degree
Responsibilities
- Provide end-to-end scheduling and calendar management for SST-related activities & team calendars.
- Administer Absence Notification Forms by tracking submissions and ensuring proper routing.
- Process and track Professional Behavior Forms (PBFs).
- Support USMLE Step exam processes by maintaining accurate score logs, tracking summary reports and coordinating and scheduling student meetings.
- Support Student Learning Specialist activities by processing and filing invoices and related documentation.
- Coordinate Ad Hoc Committee Appeal meetings and processes when a student files an appeal for a Clinical Attainment Committee (CAC) adverse decision.
- Coordinate SST meetings by developing agendas, overseeing meeting logistics, recording and distributing minutes, and maintaining related resources.
- Oversee SST and track remediation processes and resources.
- Maintain SST and student tracking and documentation.
- Assist OMSA Deans with administrative and operational needs.
- Perform project management to coordinate and track awards processes, including administering award nominations, selection processes, and communications, and planning and supporting the Awards Luncheon.
- Coordinate key student ceremonies and events, including Commencement and White Coat Ceremony.
- Provide support for Career Advising, including administrative needs, communications with students and departments, assistance with the Medical School Performance Evaluation (MSPE) letter process, and planning for career advising programming.
- Manage OMSA administrative functions by submitting and tracking expense reports, coordinating room reservations, and tracking conference attendance.
- Provide scheduling and calendar management for OMSA team calendars.
- Manage the MD Student Life inbox and MD Student Life calendar with timely, service-oriented responses and clear follow-through.
- Coordinate student group purchasing processes.
- Support OE Leadership/Student Lunches, including scheduling, logistics, and communication.
- Attend department meetings, staff meetings, and trainings; contribute updates and own follow-ups to completion.
- Perform other job-related duties as assigned within OMSA and the Office of Education.
Benefits
- Up to 22 days of vacation, 10 recognized holidays, and sick time.
- Competitive health insurance packages with priority appointments and lower copays/coinsurance.
- Free Metro transit U-Pass for eligible employees.
- Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
- Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
- 4 weeks of caregiver leave to bond with your new child.
- Family care resources are also available for your continued childcare needs.
- Adult care resources.
- Covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
