Operations Coordinator
2 days ago
The Academic Affairs Operations Coordinator supports the day-to-day administrative, logistical, and strategic functions of the Student Academic Affairs office. This role ensures efficient coordination of services as liaison between faculty, students, and institutional departments, while maintaining compliance with academic policies and procedures.
Essential Functions (Principal Duties and Job Responsibilities):
- Assists with monitoring compliance with institutional and School of Medicine policies and accreditation requirements, responding with staff direction and supports Assistant Dean in all aspects of role
- Manages necessary onboarding resources for new staff and provides timely updates/resources for existing staff
- Maintains Academic Affairs shared database and records (physical and digital) for student credentialing, and all status verifications, etc.
- Assists with preparation and submission of reports and service outcomes for internal and external review
- Serve as a liaison between departments, students, faculty, and external partners administrating AA deliverables
- Supports planning and logistics for educational conferences, workshops, seminars class orientation, intercessions, honor/graduation and awards ceremony, annual scholarships, MATCH and graduation according to established timelines inclusive of maintaining office business hours, inventory and ordering
- Provide support for committees and academic leadership for planning and strategy meeting (e,g., prep for Medical School Performance Evaluation narratives and submission timelines
- Performs exam proctoring and testing center support
- Assisting students with questions and directing them appropriately to Academic Affairs staff
- Attends staff, Townhall meetings and campus updates to align with departmental services
- Performs other duties as assigned
- Demonstrated attention to detail, professional attitude, and ability to maintain discretion and confidentiality.
- Demonstrated knowledge of office procedures and proficiency in various PC based word processing and spreadsheet applications to include Microsoft Word, Excel and Workday.
- Effective verbal and written communication skills, approachable and positive attitude
- Strong composition and editing skills.
- Outstanding organization and time management skills
- Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality
- Experience working in a medical school, teaching hospital, or residency program
- Ability to manage multiple priorities in a fast-paced academic environment
- Knowledge of FERPA and HIPAA compliance
- Bachelor's degree from an accredited college or university with a minimum of one (1) year of experience. Some evening and weekend hours will be required
- Equivalent of four (4) years relevant related experience preferred in academia or medical education
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