"Office Coordinator"

Job Summary

The Office Coordinator position is responsible for assisting with the student application processing and recruitment initiatives for The Graduate School. Duties include but are not limited to assisting with all activities related to the recruitment, application and admissions processes for all graduate programs and the summer program. The coordinator is responsible for assisting with special projects and tasks as assigned by the Dean, Vice Dean, and Assistant Director of Graduate School Admissions and provides assistance to graduate school Senior Staff as needed.

Responsibilities

The duties include, but are not limited to:

ADMISSIONS COMMUNICATIONS AND SUPPORT:

Monitors multiple AU email accounts (BIOMED, STAR, and GRADSTUDIES) and is responsible for responding to large numbers of emails and phone calls from both internal and external stakeholders (e.g. faculty, staff, students, summer program participants, prospective students, administrators, etc.) daily to provide information accurately and in a timely fashion as appropriate. Serves as a basic Slate resource to assist both internal and external stakeholders during the application/admission process. Monitors and responds to biomedical and graduate inquiry form submissions and works with other programs to train and monitor timely responses for their inquiries to enhance student engagement and recruitment. Updates and creates admissions communications and correspondences. Creates and updates automated mailings for Slate. Strong, working knowledge of Graduate Programs Admissions requirements and processes to serve as a resource for stakeholders. Help organize and coordinate the Biomedical Sciences PhD interview and recruitment days, including coordinating, setting up, scheduling, tracking, pre and post-communications and evaluations for the visit attendees, and the setup and day of responsibilities for on-campus visits. Schedules, coordinates, and sets up virtual interviews for Biomedical Sciences PhD applicants. Set up and promote virtual recruitment and informational sessions for Biomedical Sciences, PhD applicants. Prepare and process paperwork and serve as the Graduate School's liaison with multiple AU offices and programs (office of academic admissions, graduate programs, IT services, etc) regarding applicants, graduate students, summer programs participants, etc. Assists with additional Admission activities and processes as needed.

ADMISSIONS DOCUMENTATION:

Prepares and maintains confidential student records by creating files, processing and scanning documents, and filing documents, emails, and associated paperwork. Manages, maintains, and organizes applicant and inquiry files and associated paperwork for all graduate applicants and summer program participants. Works closely with the Vice Dean and Assistant Director of Graduate School Admissions to provide frequent reports, updates, concerns, and information on applicant progress and stakeholder experiences. Assists with annual updates of all admission requirements and application updates. Assists with onboarding new programs into application and admission processes. Support for Recruitment and Admissions Committee for the Biomedical Sciences PhD program. Assists with additional Admission documentation and promotion as needed.

DATA ENTRY, TRACKING, AND REPORTING:

Maintains working knowledge of Slate to assist all stakeholders in use and training. Utilizes Banner and Slate database for inquiries, applicants, faculty, and enrolled students. Includes data entry and tracking, uploading information into Student Systems, creating and running queries and reports, printing application/admission documents), and creating files. Obtains data, reports, and information for tracking and assessment purposes. Reports any discrepancies in the system. Collect and analyze data and prepare reports, charts, and other presentation materials utilizing word processing, spreadsheets, and/or specialized software for the Biomedical Sciences PhD admissions processes. Research admissions trends, compile statistics, gather and compute various data as needed; prepare special and/or one-time reports, summaries, or replies to inquiries, select relevant data from a variety of sources.

ADMINISTRATIVE SUPPORT FOR THE TGS LEADERSHIP:

Manages Vice Dean's calendar ' providing availability, scheduling meetings, etc. Manages logistics for meetings - securing rooms, coordinating food orders, creating flyers, etc. Prepares documents, agendas/minutes, and correspondences for upcoming meetings, committees, and events including, but not limited to: Biomedical Sciences PhD Recruitment & Admissions Committee, Graduate Student Council, Resiliency Workshops, 3MT. Provides 'day-of' support for special events including set up, clean up, etc. Provides administrative support for the Vice Dean and Assistant Director of Graduate School Admissions. Assists with special projects, tasks, and other duties as assigned and needed.

SUMMER STAR PROGRAM:

Uploads STAR application documents into Slate and tracks receipt in Slate. Tracks applicant reports for the STAR admission committee. Codes all STAR applicants, participants, and alumni accordingly in Slate. Prepares summer program handbook, flyers, forms, announcements, directory, hospitality packets, etc. Schedules workshop rooms, lunch orders, communications, etc. Coordinates and schedules the summer program workshops and activities. Tracks Summer program training and compliance. Assists with additional STAR activities and processes as needed.

OTHER DUTIES:

Perform all other job-related duties assigned.

Required Qualifications

Associate's degree from an accredited college or university with a minimum of six years of progressively responsible office support experience OR High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization with a minimum of nine years of progressively responsible office support experience.

Preferred Qualifications

Experience with student information systems or comparable database systems. Advanced computer skills- advanced working knowledge of Excel.

Knowledge, Skills, & Abilities

KNOWLEDGE

Proficiency with Microsoft Office (Word, Excel, Access, and PowerPoint) and other computer software/databases

SKILLS

Excellent customer service, interpersonal, multi-tasking, organizational, and verbal/written communication skills

ABILITIES

Ability to maintain confidentiality. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, keep accurate records, and make independent decisions.