Program Coordinator of Student Affairs - MEDEX Northwest

University of Washington Medical Center•Seattle, WA

3d•$47,256 - $63,156•Hybrid

About The Position

The Department of Family Medicine’s MEDEX Northwest Physician Assistant Program has an outstanding opportunity for a Program Coordinator (Student Affairs) to join their team. Reporting to the Assistant Director of Student Services, the Program Coordinator (Student Affairs) provides operational management and project coordination for the MEDEX Student Affairs team. This position coordinates student support services, tutoring activities, Student Progress Committee operations, academic records, scheduling, and administrative projects supporting students and faculty across MEDEX Northwest’s multiple campuses. The Program Coordinator serves as a primary resource for students, tutors, faculty, and staff navigating student support programs and related policies and procedures. The position exercises independent judgment when coordinating sensitive academic matters and maintains the confidentiality of student information in accordance with FERPA requirements and program accreditation standards.

Requirements

High school graduation or equivalent AND two years of experience in the program specialty.
Experience working with students experiencing academic difficulty, professionalism concerns, or other performance-related challenges.
Experience supporting student accommodations and collaborating with disability services offices.
Experience coordinating operations in a higher education, health professions education, or other accreditation-driven educational program.
Experience maintaining confidential student records under FERPA or comparable privacy requirements.
Experience supporting accreditation requirements related to student support, student progression, or program outcomes.
Experience supporting student remediation, tutoring, academic coaching, or other student-success initiatives.
Experience coordinating complex schedules involving students, faculty, staff, and multiple stakeholders.
Experience supporting academic committees through agenda preparation, meeting coordination, minute taking, case or action-item tracking, and follow-up.
Experience using Canvas or a comparable learning management system.
Advanced proficiency with Microsoft Excel, including developing and maintaining tracking databases and reporting tools.
Experience developing and maintaining operational procedures, workflow documentation, or filing and recordkeeping systems.
Demonstrated ability to communicate supportively and adapt communication to students with diverse experiences, learning needs, and communication styles.
Demonstrated discretion when handling sensitive academic, performance, professionalism, accommodation, or other confidential student matters.
Proficiency in drafting, proofreading, and editing professional correspondence.
Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Teams, Outlook, and OneDrive, as well as database applications.
Demonstrated ability to manage competing priorities and complete projects accurately within established deadlines.
Strong verbal, written, and interpersonal communication skills when working with students, faculty, staff, and other stakeholders.
Must learn the computer systems and software applications necessary to fulfill the position’s responsibilities, including Canvas, Catalyst, FileMaker Pro, PowerPoint, Zoom, and other applicable systems.
Must develop and maintain working knowledge of MEDEX policies and procedures necessary to provide operational coordination, project support, and guidance to students, tutors, faculty, and staff.
Must be available to participate in applicable administrative and academic meetings, projects, and events at the University of Washington campus in Seattle.
Must maintain confidentiality when working with protected student information and sensitive academic or professionalism matters.

Nice To Haves

Experience supporting Physician Assistant, medical, nursing, or another health professions education program.
Experience coordinating student support services within an accredited health sciences program.
Experience supporting a student progress committee, academic review committee, or similar academic governance body.
Experience working with adult learners in graduate or professional education.
Experience working in a multi-campus or geographically distributed educational environment.

Responsibilities

Manage day-to-day operations and projects for the Student Affairs team.
Coordinate meetings among students, academic coaches, tutors, faculty, and staff; monitor student support activities; recommend strategies to improve outreach and scheduling; maintain operational procedures; and advise students, tutors, and faculty regarding student support processes and resources.
Lead tutoring program logistics, including tutor outreach, onboarding, access to instructional resources, scheduling, attendance tracking, invoices, hours, and monthly payment documentation.
Maintain tutor activity and student attendance records, monitor compliance with budgetary requirements, and initiate corrective action when needed.
Coordinate regular and ad hoc Student Progress Committee meetings involving leadership, faculty, students, and other stakeholders.
Prepare agendas, track student cases, collect relevant information, record confidential meeting minutes, distribute academic warning letters, communicate action items, and maintain committee files and records.
Build and maintain Student Affairs courses in Canvas; track remediation and student support assignments; prepare completion reports; maintain student performance, accommodation, and disability-related absence records; draft, proofread, and edit correspondence; support presentations and virtual sessions; and organize records in accordance with retention requirements.
Coordinate scholarship application and review logistics, advise students regarding scholarship requirements, compile application scores, and support award decisions.
Collaborate on program evaluation activities and participate in accreditation, technology, orientation, graduation, retreat, and other program initiatives and events.