Administrative Coordinator - Office of Student Affairs

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The Administrative Coordinator in the Office of Student Affairs is an integral member of the team. This position provides operational support for all department projects and functions as assigned by the Executive Director of Student Affairs and/or Chief Student Affairs Officer. In addition, because this position supervises work-study students and provides program support for the Student Affairs professional staff, the individual must have outstanding leadership and organizational abilities. To be successful in this position, the individual must also have knowledge of all campus functional areas (financial aid, admissions, registrar, academic programs, and admissions) along with having outstanding interpersonal skills required to successfully interact with students, faculty, administrators, staff and the family members of our students.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Projects Coordination Includes, But Is Not Limited To:

• The Philadelphia Campus Work-Study Program: Works with Financial Aid to provide the Director of the Work Study Program with all timesheets/payroll documentation for Student Affairs work-study students. Creates work schedules for Student Affairs work-study students. Responsible for submitting their bi-weekly time in Kronos Timesheets. Coordinate work-student students office coverage. Onboarding and training of work-study students.
• New Student Orientation: Based on direction from the Executive Director of Student Affairs and/or Chief Student Affairs Officer, coordinates operational functions required to implement successful new student orientation activities. This involves working with over 500 new students.
• Osteopathic Medicine (DO), Biomedical Sciences, Physicians Assistant (PA), Forensic Medicine and School of Psychology programs: Serves on the Commencement Programs event planning and operations support team; assigned specific administrative responsibilities and coordinates operational functions associated with the commencement rehearsal and honors brunches; provides operational support on site on the day of commencement.
• DO and PA White Coat Ceremonies: Serves on the White Coat Ceremony Programs event planning and operations support team. Is assigned to coordinate specific administrative responsibilities associated with planning of the events and leads operational functions on the day of each event.
• Exam Administration and (ADA) Support-Coordination: Coordinates the arrangement for exam administration for students in all programs who are receiving testing accommodations. This may also involve the arrangement of make-up exams for students who do not receive testing accommodations. At times, will serve as a backup when the Student Affairs Specialist for Academic Support is out of the office for any reason.
• Budget: Work with the Executive Director of Student Affairs to input the budget. Works with Student Affairs team members to identify budget needs.Oversees management under the Executive Director of Student Affairs.
• Other projects as assigned by the Executive Director of Student Affairs and/or Chief Student Affairs Officer:Coordination of calendar eventsBooking travel arrangements and logistics

Additional Department Responsibilities

• Manage the department reception area
• Tracking contracts through Legal and Risk Management approval process
• Tracking and submitting maintenance requests through PCOM software.
• Monitor office inventory and tracking and submitting all office purchases, including processing requisitions through PCOM's finance software, Chrome River. Monitors expenditures and reviews purchasing requests and reconciles purchase card expenditures with the Executive Director.
• Acquiring quotes from vendors for departmental purchases.
• Assisting the Student Affairs staff in the hiring and selection of new staff, as needed.
• Maintain the appearance of the department space, as well as the Testing Center and supply storage area.
• Answer phones, manage mail, greet guests, etc.
• Tracks and records student absences for specified programs.
• Organizing and preparing physical mailings as needed.
• Supervising small and short term projects.

Skills and Traits Required

• Outstanding communication (written, oral, verbal) and organizational skills
• Excellent computer skills (MS Word, Excel, PowerPoint, Google Docs, Google Calendar and Banner, Unimarket, ChromeRiver, Chronos Timesheets
• Must be approachable, empathetic and have a supportive personality
• Develop and maintain a filing system
• Organize and schedule appointments
• Able to handle high-stress interactions with students
• Enjoy working in a highly interactive environment with graduate and professional students, faculty and staff
• Excellent interpersonal skills and A team player
• Ability to multitask and work under tight deadlines
• Be able to maintain confidentiality
• Self-starter, able to manage work responsibilities without supervision
• Able to lift up to 25lbs, move boxes, tables and chairs as needed for various events
• Ability to work in a high-traffic office environment

Experience Needed/Preferred

• 5 years of relevant experience in an office (preferably in a college environment)
• Bachelor's degree required

Compensation will be commensurate with the candidate's experience, education, and the responsibilities of the role.

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.