Job Details

Overview

The Administrative Coordinator is responsible for the day-to-day operations for the Program, database management, management of student inquiries, applications, and files, serves as the Program's liaison for administrative matters, manages program events, courses, student degree progress and faculty logistics.

This is a position that is estimated to start Oct. 15 - Nov. 1st

Responsibilities

General Office Administration

• Represents the program by greeting students and visitors, requesting program information and directing inquiries to appropriate personnel
• Aids in the administration of program goals and objectives and maintains day-to-day administrative support operations of the program.
• Coordinates hiring process for TAs, adjuncts and guest speakers

Student Tracking

• Manages course inventories and classroom reservations each semester
• Ensures accurate student enrollment each semester
• Manages faculty advising assignments, follow up and documentation
• Communicates with students regarding enrollment issues
• Registrar Liaison: Processes students' add/drop forms and grade change forms, graduation status, withdrawals, LOAs
• Tracks student degree progress and performs informal degree audits for all students three times per year
• Facilitates course site access for all students, TAs and faculty and final grade submission
• Manage the updating of the Student Handbook

General Program Office Tasks

• Maintains the departmental calendar to schedule appointments and engagements; class schedules; maintains student and program calendars; compiles student book lists and required materials
• Prepares agendas and take minutes at committee meetings as assigned; assure minutes and other pertinent materials are prepared and distributed; maintains official records of such meetings in the form of tapes, minutes or other media.
• Manages the Program's communications which include receiving and screen incoming calls and visitors; evaluate requests and inquiries; makes referrals to appropriate faculty or administrative staff or provides requested information as appropriate.
• Facilitates and coordinates service requests for IT, AV, room reservations
• Ordering program promotional materials and office supplies

Event Planning

• Co-coordinates all PH Program events, including PH Program orientations (twice per year), annual graduation, luncheons, program retreats and all student related event activities.
• Facilitates travel and accommodations and meeting logistic for visiting program guests (adjunct faculty, guest speakers, students, etc.)

• APHA: Coordinates Program participation in the annual conference, including booth organizing, student participation and travel.

• Organizes Joint, COP and COM Student Interview schedules

• Supports the Joint PA/MPH White Coat Ceremony

• Program Liaison for Research Day

SUPERVISORY RESPONSIBILITIES (if applicable): should reflect who the employee is supervising and what the expectations are.

Supervise work-study students and others as directed by the Program Director.

Qualifications

• College Degree - BA or BS preferred
• Three (3) years in administrative coordination or equivalent experience preferred
• Must be generally computer literate and able to troubleshoot superficial problems

and/or identify problems that require a higher level of technical expertise

• Logistical and mathematical skills required to create, maintain, back-up, and distribute databases required for the manipulation of the confidential student gradebook.
• Advanced user of Microsoft Excel and Microsoft Word preferred
• Familiar with PowerPoint, and Adobe Professional
• Preferred familiarity with Canvas, Qualtrics, Banner, and Examsoft
• Experience in event organization, planning, and execution

CORE COMPETENCIES: Core competencies identify the behavior an employee is expected to demonstrate.

Knowledge, Skills and Abilities:

• Advanced verbal and written communication skills
• Comfortable operating at a high level of multitasking within an academic departmental structure
• Ability to provide efficient and accurate administrative assistance and secretarial support
• Knowledge of budget and fiscal management practices as it relates to processing purchasing requests/orders.
• Ability to quickly assimilate information particularly in a demanding academic setting
• Proficient computer and office equipment skills - see above
• Ability to work in a group as a team as well as independently
• Ability to maintain confidentiality and confidential records
• Excellent at scheduling, time management, and prioritization
• Ability to demonstrate facile ability in learning new administrative technologies, platforms, etc.

Maximum Salary

USD $64,421.05/Yr.

Minimum Salary

USD $52,000.00/Yr.