Student Services Specialist

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Position Summary:

Florida Atlantic University's College of Medicine is seeking a Student Services Specialist - Boca Raton, FL.

With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, FAU is pushing the boundaries of higher education. Florida Atlantic's faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art, and technology in all disciplines. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes.

Summary of Responsibilities:

Administrative Support

• Assists the Assistant Dean of Student Affairs with the execution and continued growth of the Career Advising Program.

• Schedule and coordinate medical student meetings for Assistant Director for Student Affairs which includes maintaining the calendar on a daily basis and preparing correspondence, often of a confidential nature.

• Process travel reimbursements for faculty and students, and maintains records of travel expenses related to the Office of Student Affairs. 

• Processes and reconciles p-card charges in Workday.

• Creates purchase order requisitions and facilitates vendor supplier invoicing in Workday.

• Responds to Office of Student Affairs and Medical Education program inquiries, answers and screens other phone calls within the College of Medicine, and greets students, staff, faculty, and visitors in a professional manner.

• Creates and updates surveys as necessary to support Office of Student Affairs programming.

• Collects and assists in analyzing survey data.

• Serves as back up to the Student Affairs Coordinator and Student Services Coordinator.

• Assists in the medical student absence request process when needed.

• Communicates between the Office of Student Affairs Deans, course directors, faculty, and medical students.

• Perform other administrative duties as assigned to support the Office of Student Affairs determined by the Senior Director of Student Affairs and Student Services and the Senior Associate Dean for Student Affairs and Admissions.

Student Records

• Provides support to the College of Medicine Registrar with digital student records data entry in various platforms, including Maxient.

• Provide support for the Assistant Director for Student Affairs in tracking medical student compliance documents.

• Maintains, understands and ensures data integrity and confidentiality of student records.

Event Support

• Assists the Office of Student Affairs with COM-supported student activities, including, but not limited to, New Student Orientation, White Coat Ceremony, Year 2 Orientation, Transition Weeks/Orientations for Years 3 and 4, Research and Scholarship Day, Alpha Omega Alpha and Gold Humanism Honor Society events, Match Day, Commencement.

• Assist the medical students with student organization events and activities.

• Assist the Senior Director of Student Affairs and Student Services with the administrative duties related to donor-funded student programs and events.

Student Communications

• Assists with the content for the Office of Student Affairs and events webpages in coordination with the Communications Department.

• Assists with Office of Student Affairs social media content in coordination with the Communications Department.

• Assists with communication strategies for communicating with medical students and identifies opportunities and strategies to improve effectiveness and efficiency.

Alumni Engagement

• Assists the Assistant Director of Student Affairs, COM Communications Office, and COM Development Office with creating and broadening the College of Medicine’s Alumni Mentoring Program and Alumni Program.

Community Engagement

• Collaborates with COM Community Engagement Office and COM Development Office on College of Medicine and medical student projects and initiatives.

• Maintains confidentiality and discretion with all Office of Student Affairs and medical student matters that may span beyond Undergraduate Medical Education programs.

• Performs other job-related duties and completes special projects as assigned by the Senior Director of Student Affairs and Student Services and the Senior Associate Dean for Student Affairs and Admissions.

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Minimum Qualifications:

A high school diploma and five (5) years of appropriate experience.
Preferred Qualifications/Skills:
A bachelor’s degree from an accredited institution is preferred.
Appropriate professional and specialized experience.
Exceptional interpersonal communication skills
Experience in engaging with students, staff, and faculty in higher education.
Ability to work collaboratively with all levels of faculty, staff, and students. Exceptional verbal and written communication skills are essential for success in this position.
Proficiency in Microsoft Office programs such as Word, Outlook, PowerPoint and Excel.
Exceptional customer service, organizational and time management skills.

Salary:

$45,000 - $48,000 per year.

College or Department:

COM: Student Affairs Administration

Location:

Boca Raton

Work Days and Hours:

Monday – Friday, 8 a.m. - 5 p.m. Occasional evenings and weekends as needed.

Application Deadline:

2024-10-28

Special Instructions to Applicant:

APPLICATION DOCUMENTS REQUIRED:
Resume

OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email [email protected] or call the Office of Civil Rights and Title IX at (561) 297-3004.
As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.