Administrative Coordinator III - 992526

We are excited that you are considering joining Nova Southeastern University!

Nova Southeastern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southeastern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

We appreciate your support in making NSU the preeminent place to live, work, study and grow. Thank you for your interest in a career with Nova Southeastern University.

Primary Purpose:

Coordinates and monitors a variety of administrative functions between the College of Allopathic Medicine, NSU, and external contacts to support department or unit, including providing high level customer service to internal and external contacts to ensure efficient operations. May lead the work of other administrative support staff.

Job Category: Non-Exempt

Hiring Range:  Commensurate with experience

Pay Basis:  Hourly

Subject to Grant Funding? No  

Essential Job Functions: 

1. Coordinates activities / functions between NSU and high level external contacts to ensure efficient operations.
2. Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves highly complex problems requiring information from multiple sources to ensure questions are answered and issues resolved timely.
3. Monitors process work flows to ensure work is completed in a timely manner.
4. Suggests procedures changes and trains others regarding policies and procedures to ensure proper documentation and communication of work processes. Aids in the creation of processes and forms for the department.
5. Generates reports from NSU systems to ensure information is timely available for management use. Enters and tracks data on student performance and satisfaction and ensures accurate processing and record-keeping.
6. Reviews data and follows up on discrepancies to ensure accuracy for the Department of Student Affairs.
7. Provides support for all student related activities in the Pre-Clerkship curriculum (first two years) and assists with the Clerkship curriculum as needed.
8. Coordinates events such as orientation, graduation, overseeing fund allocation, club training, oversight of compliance with NSU’s rules and regulations regarding student clubs.
9. Manages and tracks all student immunizations and advise students on process and works with Castlebranch to override/approve submissions.
10. Create and manage the onboarding process of the incoming cohort including all email communications, account creations, canvas design, and coordinates a synchronous process between all stakeholders.
11. Develops, implements and oversees assigned projects.
12. Participates in staffing committees, which includes coordinating, scheduling, taking minutes, preparing letters, and generating student communications
13. May lead the work of others to ensure efficient operations.
14. Performs other duties as assigned or required.

Job Requirements: 

Required Knowledge, Skills, & Abilities: Knowledge, Skills, and Abilities:
1. Advanced knowledge of MS Office, including Word, Excel, PowerPoint and Outlook; database and data entry skills.
2. Ability to interpret and explain guidelines, policies, and procedures.
3. Decision-making and problem-solving skills.
4. Excellent organization and planning skills, including calendar and event management.
5. Excellent written and oral communication skills.
6. Information gathering and monitoring skills; including the ability to prepare reports, while maintaining confidentiality.
7. Takes initiative, is flexible, and provides great attention to detail and accuracy.
8. Possesses advanced computer skills and is able to train others.
9. Ability to communicate effectively with others.
10. Ability to work cooperatively with colleagues and supervisory staff at all levels

PHYSICAL REQUIREMENTS / WORKING CONDITIONS
1. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
2. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils and computer keyboards.
3. Travel - Must be able to travel on a daily and/or overnight basis.
4. May be required to work nights or weekends.

Required Certifications/Licensures: 

Required Education: High School Diploma or Equivalent

Major (if required: 

Required Experience: High School Diploma and five (5) years of experience providing administrative support, or experience managing / coordinating functions with high level external contacts.

--OR--

Associate's Degree and four (4) years of experience providing administrative support, or experience managing / coordinating functions with high level external contacts.

--OR--

Bachelor's Degree and three (3) years of experience providing administrative support, or experience managing / coordinating functions with high level external contacts.

Preferred Qualifications: 

Previous experience in a medical school

Is this a safety sensitive position? No  

Background Screening Required?  No  

Pre-Employment Conditions: 

Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary.

NSU considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status or any other legally protected status.