Senior Administrative Coordinator
About The Position
The Senior Administrative Coordinator for the Office of Student Affairs (OSA) at the School of Medicine provides executive-level administrative and operational support to the Dean of Students and supports OSA programs and initiatives. Core duties include managing and prioritizing the Dean’s schedule, coordinating the Gold Humanism Honor Society (GHHS) program, overseeing House Advisory Deans’ calendars, and maintaining OSA communications and digital presence. The role requires strong organization, initiative, and discretion when handling confidential information. This is a primarily in-person position, working 35 hours per week, with occasional evening hours to support student events and programs. The coordinator serves as a point of contact for students, faculty, staff, and external stakeholders, and performs additional tasks and projects as assigned by the supervisor.
Requirements
- Bachelor’s degree or equivalent experience.
- Minimum of 3–5 years of progressively responsible administrative experience.
- Proficiency in Microsoft Office Suite, including Outlook, Sway, Word, Excel, PowerPoint, SharePoint, Forms, and Bookings.
- Proficiency in Google Suite, including Drive, Docs, Sheets, Slides, and Forms.
- Experience with learning management programs and familiarity with website management tools.
- Ability to handle confidential information with discretion and professionalism.
- Proactive self-starter able to anticipate and prioritize the needs of the Dean and the office.
- Exceptional organizational and project management skills.
- Strong attention to detail and accuracy.
- Professional demeanor and excellent interpersonal, customer service, and communication skills.
- Ability to work independently, exercise sound judgment, and solve problems proactively.
- Flexibility and adaptability in a fast-paced environment.
- Availability to work 35 hours per week primarily onsite, with occasional evening hours to support student events and programs.
Nice To Haves
- Administrative experience in an academic or healthcare environment.
- Experience implementing new programs and/or technologies.
Responsibilities
- Manage the Dean’s complex calendar, including appointments, meetings, and events.
- Coordinate student appointments and scheduling for Student Affairs leadership and House Advisory Deans.
- Schedule meetings, arrange venues, prepare agendas, take minutes, and manage follow-up communications.
- Prepare correspondence, reports, presentations, meeting materials, memos, letters, and other professional communications on behalf of the Dean of Students, deans, and director.
- Support committee and other meeting operations.
- Maintain confidential files, records, databases, and student information in compliance with institutional policies and FERPA.
- Coordinate and maintain records for Career Planning initiatives, PAIR reporting, Learning Environment activities, other Student Affairs programs, and additional programs as requested.
- Maintain the Student Affairs website, digital resources, Microsoft Sways, and communication platforms, ensuring information is current, accurate, and engaging.
- Collaborate with the communications team to enhance the online presence of OSA and related programs.
- Plan and coordinate student affairs events, ceremonies, workshops, recognition programs, and other OSA functions.
- Manage event logistics, including venue selection, catering, and guest invitations; assist with events outside typical working hours when needed.
- Assist with scheduling and communications for Career Specialty Modules.
- Compile reports, maintain databases, and support accreditation and continuous quality improvement activities.
- Serve as the Gold Humanism Honor Society Chapter Liaison, maintaining GHHS records and documentation and organizing events, activities, and meetings.
- Maintain organized office files, records, and databases; order office supplies and manage inventory.
- Provide general administrative support to the Dean and other staff members.
- Serve as a point of contact for students, faculty, staff, and external stakeholders and help ensure inquiries and requests are addressed promptly.
- Assist with special projects and perform other duties as assigned by the Dean or supervisor.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
