Student Services Coordinator, Department of Academic Affairs (College of Medicine-Phoenix)
Job description
The Department of Academic Affairs at The University of Arizona College of Medicine-Phoenix is seeking a full-time Student Services Administration Professional I. This position is the first point of contact for candidates seeking admission to the medical school which, at times throughout the year, requires an ability to handle high-volume phone and email inquiries. This position supports the Director, Admissions & Student Operations and is expected to perform varied administrative duties including managing schedules, note-taking and creation of minutes for various committee meetings as well as development of data-driven reports. Additionally, this person will support a variety of events planned by the office. The incumbent must be highly motivated, energetic, amiable, a self-starter, an excellent team player, works accurately with frequent interruptions, meet deadlines and maintain expected work volume.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.
- Perform a variety of administrative and/or secretarial support activities such as composing replies to correspondence, interpret and explain established policy and procedure in response to inquiries from a variety of sources, summarize reports and information to facilitate review by supervisor, and investigate, evaluate, and resolve problems within scope of position.
- Maintain calendar(s) for department and assigned staff, prioritize and arrange meetings, conferences and appointments; arrange necessary travel reservations and itineraries; anticipate and prepare background materials needed.
- Prepare or direct preparation of minutes, notices, manuals, agendas, and correspondence with all supporting documentation, requiring application of a specialized knowledge of the assigned function.
- Research, summarize and analyze information; calculate statistics and compile data to prepare special and recurring reports containing specialized or sensitive information following supervisor’s general direction; select relevant information from a variety of sources.
- Maintain and reconcile budgets for departmental, institutional or work unit accounts; monitor expenditures and perform simple analysis on accounts; prepare both special and recurring reports for supervisor, authorize payments within prescribed limits; make recommendations for purchases.
- Implement new policies, procedures or practices impacted by decisions made by supervisor at meetings and conferences.
- Coordinate business affairs and personnel matters, and may interpret policies and procedures.
- Responsible for department mail collection; open and review all incoming mail; answer inquiries and compose correspondence on own initiative on general and technical matters in accordance with established guidelines, and forward other items to supervisor or appropriate staff.
- Serve as support for the following subunits within the Admissions and Student Services unit: Admissions, Financial Aid, and Credentialing. Supporting work involves:
- Phone and email monitoring for the respective phone lines and inboxes, which includes an understanding of the units to answer general questions, and escalating as appropriate.
- Screen applicants during the admissions cycle, including tracking questions and issues that arise to ensure timely service, and future creation of standard operating procedure (SOP) guides and frequently asked questions (FAQ) guides.
- Serve as backup to the Credentialing Coordinator, so that there is coverage in the event of an absence, or when the coordinator is off campus.
- Serve as liaison to faculty, staff, students, alumni, patients, outside agencies and the public concerning information or complaints.
- Screen phone calls and visitors, direct to appropriate staff or department when necessary; provide information requiring comprehensive knowledge, and may interpret department policy, procedure and operations.
- Additional duties as assigned.
Knowledge, Skills, and Abilities
- Ability to solve problems and work both independently and in a team setting.
- Ability to effectively communicate information to audiences with varying levels of understanding.
- Strong customer service skills.
- Interpersonal skills including the ability to handle stressful situations with tact and diplomacy.
- Excellent organizational and time management skills.
- Proficient in Google Drives and Microsoft Outlook Suite.
- Ability to work in a fast-paced environment with competing deadlines and priorities.
- Bachelor's degree or equivalent advanced learning attained through experience required.
- One (1) year of relevant work experience required.
- Familiar with providing updates to a website.
- High degree of flexibility.
- High degree of attention to detail.
HR-PHX@arizona.edu
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
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