Job Description Summary: | Founded in 1824, the GW School of Medicine and Health Sciences (SMHS) is the 11th oldest medical school in the country and the first in the nation’s capital. Since its establishment, the school has been at the forefront of medical education, and has grown to include highly-ranked programs in the health and biomedical sciences. With dozens of top-tier residency programs, SMHS is a competitive and esteemed destination for medical school graduates across the country. Always guided by the goal of improving patient health, SMHS fosters an atmosphere of caring and collaboration where educators and researchers advance scientific discovery and translate those breakthroughs into action. By harnessing new technologies and therapies, SMHS prepares doctors and health sciences professionals to deliver high-quality health care.
The SMHS Office of Student Support (OSS) provides services to students through programs, workshops, events, and one-on-one meetings. OSS provides services designed to support and encourage students to reach their full potential. The office provides student-centered support and is ever-expanding the services provided to the students and its collaboration with other offices across the university. Problem-solving at an individual level and collectively with the office staff is routine. The office has daily contact with health science and medical students who call, email, or visit the office to inquire about or request participation in programs and services. The Program Coordinator will be directly involved in the office’s day-to-day functions and serve as a first contact for students seeking assistance from OSS. The Program Coordinator reports directly to the Associate Program Director.
Job Summary
The purpose of this position is to provide general administrative support to and on behalf of an academic program or initiative. This role will serve as a point of contact for the program, will answer typical program questions, and will assist the program staff with a variety of functional and administrative support. Support could include answering routine and complex inquiries, enrollment assistance, updating websites and list-servs, planning and executing events, scheduling rooms, ordering equipment, processing payments, data entry, preparing reports, and similar duties. Often these roles are tasked with outreach to other GW stakeholders in order to assist in maintaining standard operational efficiencies. Typical duties often are administrative in nature, including tasks that are routine and under the general supervision of more senior personnel within the department or program.
KEY RESPONSIBILITIES
Communication:
- Respond to students’ questions about OSS programs and services using active listening.
- Assure students of confidential OSS meetings and the benefits of meeting with the Learning Specialist and mental health providers.
- Serve as a primary contact for students seeking assistance from OSS, assess students’ needs, and refer students to the appropriate OSS member or outside resource.
- Collaborate in creating social media postings for OSS events and announcements
- Submit social media postings to SMHS Communications and Marketing office for approval and schedule of postings
- Draft content for OSS newsletters and social media posts
- Research and recruit contributing writers and manage deadlines for newsletter submissions
- Work collaboratively with other offices and all internal and external stakeholders to SMHS, will require explaining practices, procedures, and policies of OSS to others.
Program Administration:
- Collaborate in the planning, coordinating, marketing, and organizing events offered to SMHS students.
- Collaborate in developing schedules of OSS workshops to enhance the overall learning of students who attend events, programs, and workshops, including producing, publishing, and distributing semester schedules of OSS workshops
- Advertise and market all workshops, events, and services OSS provides via announcements, flyers, and social media, and identify additional promotional opportunities
Customer Service:
- Provide excellent service by maintaining student confidentiality and efficiently setting up referrals as needed.
- Provide a welcoming, engaging, and supportive work environment.
- Provide triage with a student who is in crisis.
- Interpret the level and scope of need, problem-solve, and make appropriate recommendations to the student.
Information/Records Administration:
- Assist in managing, organizing, filing, and tracking multiple electronic and hardcopy files in Excel, Microsoft Word, Google documents, or sheets.
Knowledge – Program & Organization:
- Remain current on appropriate technology and web-based data systems and programs.
- Update office marketing materials as needed, maintain website updates
Leadership:
- Distribute newsletters to all SMHS students and appropriate departments, offices, and administrators.
- Manage all deadlines for newsletter submissions
Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
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