University of New England

COORDINATOR, MEDICAL STUDENT SERVICES
         
BASIC FUNCTION

This is a hands-on administrative/professional position in the Office of Recruitment, Student and Alumni Services (RSAS) with responsibility for assisting in providing the programs and services of the COM Student Services unit and assuming lead responsibility for coordinating overall technology needs of the Office of Recruitment, Student and Alumni Services. 

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Primary

• Plan, implement, administer, coordinate, monitor, and evaluate the specific programs, functions, services, and activities of all delegated areas of responsibility. Develop and modify programs/operating systems in response to student needs and institutional objectives.  
• Assist in the planning and execution of various major events, i.e., orientation, graduation, National Osteopathic Medicine Week, Primary Care week, mentoring programs, student leadership initiatives and alumni activities and recognition efforts.
• Assist in the planning, implementation and evaluation of co-curricular transcripts, institutional assessment efforts, etc.
• Assist in supervision of College of Osteopathic Medicine clubs and organizations. Develop and implement programming to support leadership initiatives development.
• In the absence of the Associate Dean, advise and counsel students on a variety of academic, personal, and disciplinary issues.
• Confer regularly with staff to plan and coordinate activities, resolve problems, assist with difficult or unusual tasks, etc.
• Plan, request, and administer/oversee the operating budgets of assigned functions.
• Carry out a variety of key research and planning tasks related to assigned functions, typically involving programming, policy/procedure/guidelines development, and assessments or surveys.
• Plan, supervise, coordinate, and perform a wide range of staff support functions related to medical student orientation programs: recruit, train and supervise student orientation leaders; design orientation program in consultation with students, faculty, and administrators; coordinate arrangements for all necessary support services and facilities; advise new students regarding a wide array of problems.
• Perform a wide range of staff support functions related to the College of Osteopathic Medicine graduation events; coordinate graduation events including working with facilities, Food Service, Public Relations, and various other offices as needed.
• Plan, supervise, coordinate and perform a wide range of staff support functions related to medical student clubs and organizations: train and supervise student club and organizations leaders; design club and organizations leadership orientation program in consultation with club and organization students, faculty advisors and administrators; coordinate arrangements for all necessary support services and facilities; maintain and develop training manual for the same.
• Advise students regarding various types of grievances and appeals, with a focus on unusual or complex situations.
• Assist the Associate Dean in developing and administering other student services programs as assigned.
• Advise and counsel students on a variety of academic, personal, and disciplinary issues. Respond to inquiries from families and others regarding student welfare.
• Confer regularly with the Associate Dean, other student services and student affairs personnel, various UNE faculty and staff, as well as families, community groups, vendors, attorneys, and others outside the University to plan, coordinate and evaluate programs/activities/ policies, exchange information, investigate and resolve problems, and the like. Serve on a wide range of College and University committees.
• Plan and administer appropriate record keeping and reporting systems for assigned functions.
• Prepare various administrative/management reports.
• Responsible for taking lead role in the development of unit web pages including content, visual design and postings.
• Responsible for creation, content and visual design of monthly electronic newsletter
• Responsible for creation, design and content of other electronic methods of information delivery. 
• Keep abreast of current developments in higher education student affairs programs.
• Complete new employee orientation and sexual harassment within 30 days of the date of hire.
• Understand and complies with the University of New England Safety Manual.
• Perform other related duties as assigned.

SUPERVISION EXERCISED

Supervision of student clubs and organization, student workers.

SUPERVISION RECEIVED

Direction is received from the Associate Dean.

QUALIFICATIONS

Master's degree in higher education administration, student personnel services, social services or other appropriate discipline, plus five years relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills are required.

• Sound understanding of student development theory and philosophy.
• Previous experience working with adults.
• Relevant experience related to graduate or medical education.
• Relevant experience in administering a comprehensive set of rules and regulations, with demonstrated ability to explain, interpret and apply rules and policies in a rational, objective, and consistent manner; directly related experience with student appeals systems desirable.
• Good program planning, organizational, administrative, supervisory, and budget management skills.
• Good writing skills; good investigative, analytical and problem-solving skills. Ability to deal effectively with a wide range of individuals and groups within and outside of the University, frequently in difficult circumstances regarding highly sensitive and confidential matters.
• Well developed skills in word processing, database development and management.  Ability to manage complex computer software systems and applications for tracking data and information.
• Well developed skills in use of software (frontpage, etc.) to create electronic newsletters, webpage content, etc.

ANNUAL TRAINING REQUIREMENTS:

• Code of Conduct
• Ergonomics
• Fire Safety
• Sexual Harassment