Job Overview

The College of Allied Health Sciences (CAHS) Office of Student Affairs (OSA) is searching for a full-time (32 hours/week; 80% FTE) Program Coordinator to provide administrative support. This position will support the University's mission and commitment to excellence in our students, faculty, staff, and all our activities. The Program Coordinator will manage the day-to-day operations of the Office of Student Affairs and support the areas of academic advising, recruitment, and first-year experience. Within OSA, the Program Coordinator will manage the Change of College process, transfer student processing, enrollment data, success plans, and academic advising assignments.  The Program Coordinator will also serve as the first point of contact for anyone entering the office or calling by phone.  Occasional recruitment activities and event planning may also be required. 

Hybrid work permitted in accordance with UC policy. Typically, about two (2) days per week after a training period. 

Essential Functions

• Support Advising, Recruitment, and First-Year Experience (FYE): Collaborate with academic advisors, recruitment, and FYE teams to enhance student engagement and retention. Develop strategies to support students' transition and success throughout their academic journey.

• Maintain OSA's Bearcat's Landing Page: Oversee the content management and regular updates of the Bearcat's Landing Page to ensure accurate and timely information is available for faculty and staff. Coordinate with other departments to integrate relevant resources and announcements, ensuring consistency and accessibility.  Process yearly updates to academic curriculum guides for use by academic advisors.

• Process Accepted Transfer & Transition Students: Manage the intake and processing of accepted transfer and transition students. Conduct proactive outreach to students who have not confirmed their changes in the Change of College (CoC) utility, providing comprehensive guidance and support throughout the transition process.
• Review and Admit Internal Major/Specialization Changers: Evaluate and process applications for students seeking to change their major or specialization within the college. Ensure adherence to academic policies and provide advisement on potential impacts and opportunities.
• Create, manage, and account for Advisor Associations: Develop and maintain advisor-student associations to facilitate effective academic advising. Monitor and adjust assignments to ensure students have access to appropriate guidance and support, promoting student success.

• Success Plan Management: Designate and notify students of their success plan assignments, execute outreach initiatives, track completion rates, and compile statistics. Collaborate with advisors to provide updates and ensure alignment with student success goals.
• Participate in the CAHS Communication Committee: Actively contribute to the CAHS Communication Committee, providing insights, recommendations, and sharing best practices to enhance communication strategies.

Additional Essential Functions

• Administrative Support and Customer Service: Serve as the primary point of contact for the Office of Student Affairs. Respond to emails, phone calls, and voicemails promptly and professionally. Manage office supplies and resources to ensure a well-functioning office environment. Engage with external stakeholders, including prospective students and families, as well as current students, staff, faculty, and other university departments.

• Semesterly Calendar Blocks for Advising Tasks and Reminders: Organize and manage semesterly calendar blocks for advising tasks, ensuring that all dates and deadlines are communicated effectively to both students and advisors to facilitate timely and efficient academic planning.

• CAHS Repository Organization and Maintenance: Oversee the organization and maintenance of the CAHS repository, ensuring that all documents and resources are accessible, up-to-date, and effectively support the college's academic and administrative functions.
• Advising Newsletter and Communication Plan: Develop and manage the distribution of the monthly advising newsletter. Implement a communication plan that includes calendar blocks for advisors to ensure timely and effective communication with students.
• Supervision of OSA Front Desk & Student Worker(s): Supervise the OSA front desk and student workers, ensuring a welcoming and efficient environment for visitors. Provide training, guidance, and support to maintain high standards of customer service and operational efficiency.
• Train Others in the Unit: Provide training and support to colleagues within the unit as needed, fostering a collaborative and knowledgeable team environment. Encourage professional development and continuous improvement among team members.
• Data Extraction and Report Preparation: Extract and analyze data from various university systems to prepare comprehensive reports. Utilize this information to support decision-making processes, enhance program effectiveness, and provide insights to stakeholders.
• Financial Administrative Support: Provide financial administrative support for program initiatives such as purchasing and processing Concur financial reconciliations. Ensure accuracy and compliance with university policies and procedures, facilitating efficient financial operations.

Required Education

• Bachelor's Degree.
• Five (5) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.

Required Experience

One (1) year of program coordination experience.

Additional Qualifications Considered

• Skills in Microsoft applications, particularly Excel.
• Prior experience with educational and recruitment database systems, such as Catalyst, PeopleSoft products, Slate, CaRT, e-curriculum, and Canvas.
• Good communication skills, both oral and written.
• Flexible and adaptable.
• Customer service oriented.
• Ability to manage multiple tasks at once and successfully prioritize responsibilities.
• Strong organizational skills and attention to detail.

Physical Requirements/Work Environment

Application Process Information

Resume and cover letter required.  Cover letter should address relevant skills applicable to the position.