Program Specialist (Student Services Coordinator)

Job Summary

Department-Specific Responsibilities

• Provides administrative support to the Health Professions and Pre-Doctoral Office (HPPP) and assists the Director with the academic activities of the MSMS program.
• Coordinates Summer MCAT preparation, summer workshops, and Fall and Spring course curricula for first and second-year students.
• Assists with MSMS Admissions and facilitate Research and Capstone activities for second-year students.
• Supports the maintenance of the MSMS website and process financial transactions, including new hire paperwork for summer instructors.
• Creates schedules for Problem-Based Learning (PBL) courses and MCAT summer courses, securing rooms and preparing orientation packets.
• Collaborates with the IUSM Financial Aid Office to ensure accurate student information for financial aid and scholarships and manage the course evaluation process.
• Filters student applications, prepares final candidate packets for review, and provides exceptional customer service to current and prospective students.
• Manages daily office operations, including answering telephones, responding to walk-in inquiries, ordering supplies, and arranging meetings and travel for the Program Director.
• Tracks and provides program data, including developing a tracking system for student applications, maintains databases of student records, and works with the Admissions office to define underrepresented students.
• Processes financial transactions and new hire paperwork and collaborates with relevant offices to ensure smooth hiring and payment processes.

General Responsibilities

Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives.

Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.

• Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
• Provides assistance to student participants, stakeholders, faculty, and / or staff; acts as a resource by analyzing information, providing documentation, and preparing reports.

Accurately maintains student records and databases.

• Provides directions, support, and information to student organization representatives and other visitors to the department.
• Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
• Assists with ordering or creation of promotional materials for student organizations or departmental needs.
• Takes on tasks of increasing complexity, such as performing benchmarking research of student services initiatives at other higher education institutions or designing routine surveys to gauge student satisfaction and program effectiveness.
• May provide guidance to other Student Services Coordinators.

Qualifications

EDUCATION

Required

High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

4 years in office environment, higher education, or related field.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrated time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Possesses a high degree of initiative.
• Ability to build strong customer relationships.
• Maintains a high degree of professionalism.
• Demonstrated ability to maintain confidential information.
• Effective interpersonal skills.
• Demonstrated customer service skills.
• Commitment to working with people of diverse backgrounds and demonstrated cultural competency.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment.

The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

This position is eligible to work a hybrid schedule (mix between 3 days remote and 2 days in-person work), subject to change in the future based on university policy and business needs.

Candidate will be required to be onsite for orientation the entire first week of June annually.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including :

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level : Mastery

FLSA : Nonexempt

Job Function : Student Services

Job Family : Student Services Generalist

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Posting Disclaimer

This posting is scheduled to close at 11 : 59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days.

To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications.

Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status.

Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX.

Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator.

See Indiana University’s Notice of Non-Discrimination here which includes contact information.