Student Affairs Coordinator

Job Description Summary
The Student Affairs Coordinator position is a non-exempt staff position. This position is located at the Rinker Health Science Campus in Irvine CA. The Student Affairs Coordinator serves as a front-line support for different student services provided by the School of Pharmacy and coordinates the daily administrative operations of the Office of Student Affairs ( OSA ). This role will be heavily involved in the non-academic student experience for the Pharm.D. Program.

Responsibilities
Serve as front-line support for various student services and events Organize and administer events for the Pharm.D. Program including White Coat Ceremony the student awards banquet orientation and other student-facing events. Oversee the commencement ceremony with support and coordination from the Marketing and Events Specialist and Graduate Programs Specialist. Process student reimbursements for conferences and events engaging frequently with school and university business employees. Interact with adult students daily and provide guidance on services available at the School of Pharmacy including but not limited to: academic support health services student financial services and student organizations. Advisement and counseling of students. When necessary and/or beyond the scope of a staff member refer escalated students or situations to the Associate Dean of Student Affairs and/or university resources such as Student Psychological Counseling Financial Aid etc. Maintain a generalist knowledge base of degree programs and requirements for graduation to help students with questions and issues regarding facilitators curriculum attendance and fulfillment of academic requirements. Support recruitment activities including attending graduate and health professional school fairs admissions registration financial aid and scholarships student records and data collection. Provide support to incoming students with program requirements and assist with current student requirement support when necessary. Contribute to various student affairs activities including open houses interview days orientation and club events. Manage department processes for student organizations and provide support for the organizations students and faculty advisors. Coordinate the daily administrative operations of the Office of Student Affairs ( OSA ) Serve as the main point of contact for the OSA . Answer general OSA emails and phone calls; greet campus personnel and visitors providing information or assistance. Assist with the development of administrative procedures for OSA including admissions registration scholarships academic advising new student orientation and events. Represent the School at various local state regional and national meetings and events. Coordinate room catering and any other arrangements for department-related meetings and other various events. Create edit and proofread correspondence for the OSA . Serve as a liaison with other campus departments. Take minutes at meetings as required. Order and distribute lab coats and name badges for incoming PharmD students. Order and maintain office supplies printer and fax supplies and process purchase orders or invoices for other departmental expenditures. Support office for photocopying and faxing needs. Maintain office equipment needs. Assist in the updating of academic program marketing materials Maintain adequate supplies for grad fairs and Admission Department. Maintain supply of OSA promotional products. Provide support in the OSA office through the coordination and use of various social media and the school website. Update the OSA -related websites as needed. Assist with data management Create and maintain accurate student files and records as well as other types of administrative files for the department. Research gather compile and record data when directed. Create reports or summary of background information and/or findings . Research and maintain student records in PeopleSoft specifically regarding Dean of Students account holds Perform other duties as assigned including serving as a backup to other functions

Required Qualifications
Bachelors degree with a minimum of three years professional experience in performing related functions. Ability to use tact diplomacy empathy and compassion in communicating with students who sometimes are under stress and to maintain a high level of confidentiality in dealing with sensitive student performance or anxiety issues. Ability to maintain a high level of confidentiality in dealing with sensitive student performance or anxiety issues. Ability and desire to exhibit genuine concern for a students success and well-being. Strong computer skills in the use of word processing spreadsheet presentation database Internet and email software Microsoft Office Suite applications. Technical ability to learn and use enterprise software. Excellent telephone etiquette skills with experience directing calls and taking accurate messages. Excellent communication and interpersonal skills with the ability to interact diplomatically and compassionately with a diverse group of individuals both inside and outside of the University. Writing and editing skills with the ability to prepare proofread and edit clear concise and grammatically correct business correspondence and other documents. Proven ability to plan prioritize multiple projects and complete them in a timely manner even when faced with interruptions distractions and fluctuating workload. Experience with office set-up filing scheduling and arranging for committee meeting and other various events and assist in maintaining departmental calendar. Ability to perform tasks independently and as a member of a team. Experience using standard office equipment such as copier and fax. Ability to travel to various local state regional and national meetings and events. Ability to learn and understand academic requirements enrollment management and student services processes and policies and provide appropriate guidance to students and parents.