Program Coordinator II; Hybrid - Office of Medical Student Affairs

Position Summary

The Program Coordinator II provides comprehensive, proactive administrative and program coordination to the Office of Medical Student Affairs (OMSA) and the Student Success Team (SST). Responsibilities include advanced calendar and meeting coordination for key faculty, staff, SST members, and OMSA. The role supports OMSA by assisting the Deans, providing administrative support, coordinating MD Student Life communications and activities, and leading project timelines and logistics efforts to ensure OMSA programming and awards are planned and implemented efficiently and effectively.

For SST, the Coordinator manages agendas, meetings, minutes, and related instructional materials; oversees remediation processes and student tracking via the SST Tracking Board; administers Absence Notification Forms and Professional Behavior Forms; monitors and reports Step exam outcomes and coordinates related student meetings; and supports the Student Learning Specialist processes.

• Student Success Team (SST)
  • Provide end-to-end scheduling and calendar management for SST-related activities & team calendars.
  • Administer Absence Notification Forms by tracking submissions and ensuring proper routing.
  • Process and track Professional Behavior Forms (PBFs).
  • Support USMLE Step exam processes by maintaining accurate score logs, tracking summary reports and coordinating and scheduling student meetings.
  • Support Student Learning Specialist activities by processing and filing invoices and related documentation.
  • Coordinate Ad Hoc Committee Appeal meetings and processes when a student files an appeal for a Clinical Attainment Committee (CAC) adverse decision.
  • Coordinate SST meetings by developing agendas, overseeing meeting logistics, recording and distributing minutes, and maintaining related resources.
  • Oversee SST and track remediation processes and resources.
  • Maintain SST and student tracking and documentation.
• Office of Medical Student Affairs (OMSA)
  • Assist OMSA Deans with administrative and operational needs.
  • Perform project management to coordinate and track awards processes, including administering award nominations, selection processes, and communications, and planning and supporting the Awards Luncheon.
  • Coordinate key student ceremonies and events, including Commencement and White Coat Ceremony.
  • Provide support for Career Advising, including administrative needs, communications with students and departments, assistance with the Medical School Performance Evaluation (MSPE) letter process, and planning for career advising programming.
  • Manage OMSA administrative functions by submitting and tracking expense reports, coordinating room reservations, and tracking conference attendance.
  • Provide scheduling and calendar management for OMSA team calendars.
  • Manage the MD Student Life inbox and MD Student Life calendar with timely, service-oriented responses and clear follow-through.
  • Coordinate student group purchasing processes.
  • Support OE Leadership/Student Lunches, including scheduling, logistics, and communication.
• Team Engagement & Other Duties
  • Attend department meetings, staff meetings, and trainings; contribute updates and own follow-ups to completion.
  • Perform other job-related duties as assigned within OMSA and the Office of Education.
• Critical Skills and Competencies
  • Strong interpersonal and customer service skills; ability to work effectively with clinicians, students, faculty, and staff in a fast-paced, service-oriented environment.
  • Excellent organization, accuracy, and attention to detail; ability to manage multiple priorities and meet deadlines with minimal oversight.
  • Clear written and verbal communication; professional email and document preparation.
  • Comfort with technology and willingness to learn new systems; proficiency with Microsoft Office (Outlook, Word, Excel) and familiarity with basic AV and ARS tools.
  • Discretion and judgment in handling confidential information.

• Normal office environment
• Physical Effort:
  Typically sitting at a desk or table
• Equipment:
  Office Equipment

• Education: High school diploma or equivalent high school certification or…