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Position Summary:

Florida Atlantic University is seeking a Student Services Coordinator for the College of Medicine - Boca Raton, FL.

The Student Services Coordinator is responsible for the coordination of multiple ongoing diverse and complex student affairs projects, establish priorities, identify action items and establish timelines. This position reports to the Senior Director of Student Affairs and Student Services and exercises independent judgement to investigate and resolve problems.

Summary of Responsibilities:

Career Advising Program Support:

• Assists with the execution and continued growth of the career advising program.
• Assist in expanding the Career Development Exploring Specialties Series.

Medical Student Wellbeing Program Support:

• Coordinates the development of wellness program materials including education materials, marketing materials, website, forms and reports.
• Monitors, maintains and reviews website content, materials and website structure and social media posts.
• Where applicable, coordinates and manages health and wellness activities, including acting as a liaison with other wellness officers and resources.
• Report program progress and outcomes to program stakeholders.
• Provide input on the program design for the continuous improvement of the program.
• Participate in appropriate committees relevant to the advancement of the wellness program.

Alpha Omega Alpha Medical Honor Society Program Support:

• Assist the Alpha Omega Alpha Counselor with Alpha Omega Alpha administration.
• Facilitate the selection process.
• Coordinates and executes the Alpha Omega Alpha Honor Society Banquet.
• Works with the Alpha Omega Alpha Society members on events and activities.

Research Support:

• Collaborates with the COM Research Director for Medical Education to communicate with students and maintains a database of students' research experiences during the MD program.
• Coordinates summer stipend application and award process.
• Collaborates with the COM Research Director for Medical Education on Medical Student Research and Scholarship Day and Research sessions.

Departmental Chair Letter Support

Facilitates fourth-year Departmental Chair Letter communications to medical students with departmental chairs and their staff to include but not limited to:

• Distributes the Letters of Recommendation Guidelines to the faculty and fourth-year students.
• Assists in development of the Departmental Chair Letter template in collaboration with the department chairs and their staff.
• Tracks the student ERAS and other residency application services letter forms, as it relates to the chair letter process.
• Works closely with the fourth-year students and clerkship directors to ensure each step is completed according to the timelines determined.

Administrative Support

• Serves as backup to the Student Affairs Administrative Specialist.
• Responds to Office of Student Affairs and medical education program inquiries, answers, screens other phone calls within the College of Medicine, and greets students and visitors in a professional manner.
• Serves as a general guide to help guests find meetings, call-meeting attendees who may be late and print materials.
• Give directions, guide to offices as needed, and provide contact information for the program they are looking for within the College of Medicine.
• Serves as primary administrator for the medical student absence request process.
• Communicate between the Office of Student Affairs Deans, course directors, and medical students.
• Coordinates and facilitates the Extra-Curricular Student Activity (ECSA) Request Form process.
• Coordinates the medical student merchandise orders.
• Assists with the medical student organizations administration.
• Serves as primary contact for Student Lounge service requests.

Assist with Workday processes, including but not limited to:

• Purchase orders
• Travel Spend Authorizations
• Expense Reports
• Payment requests

Event Support:

• Assists the Assistant Director of Student Services and Senior Director of Student Affairs and Student Services with the Office of Student Affairs sessions, activities and lectures.
• Assists the Senior Director of Student Affairs and Student Services with COM-supported student activities, including New Student Orientation, White Coat Ceremony, Year 2 Orientation, Transition Weeks/Orientations for Years 3 and 4, Research and Scholarship Day and Gold Humanism Honor Society events, Match Day, and Commencement.

Student Records and Compliance Tracking Support:

Provides support for the Assistant Director for Student Affairs and Compliance in updating and tracking Medical Student Compliance Orientation Documents in American Databank and Qualtrics.

Provides support for the College of Medicine Associate Registrar, including but not limited to:

• Processes enrollment verifications and letters of good standing as requested by medical students, alumni, the Office of Medical Education, Student Affairs or approved outside agencies; creates and prints official transcripts on demand and with appropriate student consent.
• Assists with medical student and alumni transcript requests
• Serves as back-up Notary.
• Assists with digital student records data entry in various platforms, including Maxient, OnBase and Banner
• Maintains, understands and ensures data integrity and confidentiality of student records.
• Other job-related duties as assigned by Senior Director of Student Affairs and Student Services and/or the Dean for Student Affairs.

Minimum Qualifications:

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.

Valid Driver's License required.

Preferred Qualifications/Skills:

A master’s degree is preferred.

Experience in a higher education institution, medical school, or hospital highly preferred.

Ability to work collaboratively with all levels of faculty, staff, and students. Exceptional verbal and written communication skills are essential for success in this position.

Proficiency in Microsoft Office programs such as Word, Outlook, PowerPoint and Excel required.

Exceptional customer service, organizational and time management skills.

Salary:

$47,000 - $51,000 per year.

College or Department:

COM: Student Affairs Administration

Location:

Boca Raton

Work Days and Hours:

Monday – Friday, 8 a.m. - 5 p.m. Some evenings and weekends as needed.

Application Deadline:

2025-02-18

Special Instructions to Applicant:

This position eligible for flex scheduling under the discretion of the supervisor.

APPLICATION DOCUMENTS REQUIRED:

Resume

OFFICIAL SEALED TRANSCRIPTS REQUIRED:

Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:

Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:

Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email accommodate@fau.edu or call the Office of Civil Rights and Title IX at (561) 297-3004.

As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.

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