Student Affairs Coordinator

University of Utah

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine (SFESOM) works closely with medical students to ensure they feel supported and successful during their time at the SFESOM by facilitating the personal and professional development of the students through accessibility, professionalism, collaboration, and inclusivity.

The Administrative Program Coordinator provides a variety of administrative support to the SFESOM Student Affairs team. This position supports the Registrar, The Visiting Student Learning Opportunities Program, Financial Aid events, and backing up front desk coverage. In addition, involvement in and completion of recurring projects, and provide additional support during busy seasons, such as Dean’s Reception and commencement.

Responsibilities

Role Specific:

• Occasionally acts as first point of contact for the School of Medicine’s students, faculty and guests; maintains a welcoming and positive environment within the Office of Student Affairs; provides administrative support to Student Affairs management and staff.

• Assist the Registrar team with maintenance of data and run requested reports and queries, generate internal transcripts, enrollment reports, letters of good standing, class statistics reports, and verifications of education (and other needed requests) for medical students and Alumni verifications for licensure.

• Support with Registrar tasks including enrollment on main campus, posting of grades, auditing Course Catalogs, digitizing files for archive and other tasks as assigned.

• Supports the course catalog and scheduling process which is published on main campus and in SFESOM Tools.

• Coordinates with the other Program Coordinator on all functions related to course registration (including adding/dropping of courses by deadlines), collection of grades and recording of final grades and student performance evaluations, and submit into PeopleSoft, Tools, and any other databases as required.

• Maintain, review, and edit student records through the graduation check process for certifying graduation requirements and awarding MD degrees, as well as masters degrees awarded. This includes auditing for duplicate course enrollment, grade verifications, and coordinating with advisor when needed to ensure graduation requirements are met for medical students.

• Supports the Registrar in the processing of student applications for the Visiting Student Learning Opportunity (VSLO) program, including working closely with SFESOM departments.

• Assist with the launch of the VSLO yearly catalog for incoming medical students by connecting with departments and coordinating application and catalog deadlines.

• Supports Registrar by providing assistance with planning and coordinating in-person and virtual workshops for students, staff and faculty.

• Cross train in certain aspects of Financial Aid Office support including annual workshops and scholarship application review

• Running reports and assisting with holds on student’s records.

• Assist with policy and procedures implementation and upkeep.

• Create, update, and communicate on Student Affairs related Canvas courses and student credentialing processes, and badge access, including financial aid and scholarship assignments, as needed .

• Support Student Affairs event committees, and events, such as Dean’s Reception.

• Cross-train with and provides daily email and administrative support to Student Affairs Managers.

• Order supplies and order catering meals for events, as needed.

• Register travel trips and issue reimbursements for students and staff, as needed.

• Other duties as assigned.

• Disclaimer

• This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

• Work Environment and Level of Frequency typically required

• Nearly Continuously: Office environment.

• Physical Requirements and Level of Frequency that may be required

• Nearly Continuously: Sitting, hearing, listening, talking.

• Often: Repetitive hand motion (such as typing), walking.

• Seldom: Bending, reaching overhead.

• Minimum Qualifications

• Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience

• Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

• Preferences

• Type Benefited Staff

• Special Instructions Summary

• Additional Information

• The University is a participating employer with Utah Retirement Systems ("URS"). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems if you have questions regarding the post-retirement rules.

• This position may require the successful completion of a criminal background check and/or drug screen.

• The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

• Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

• Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

• To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

• Online reports may be submitted at https://oeo.utah.edu

• https://publicsafety.utah.edu/safetyreport/This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

• As per University of Utah policy 5-108: Transfer of

Benefits

• Eligible Staff Members, a new