Coordinator STEM Student Services - School of the Sciences-Biology

JOB SUMMARY

Performs responsible and complex duties associated with assisting students pursuing studies in science, technology, engineering, and math (STEM). Ensures efficient operation of department office and oversees all administrative paperwork for the Joint Admission Medical Program (JAMP), including state reporting, student communications and advising, and budget. Responsible for working with applicants and students in an effort to achieve their educational and professional goals. Other duties include planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information. A thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgment are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within established policies and procedures and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, School of the Sciences

Supervises:May supervise clerical employees and/or Student Assistants

ESSENTIAL DUTIES -May include, but not limited to the following:

• Oversees all administrative paperwork for the Joint Admission Medical Program (JAMP), including state reporting, student communications, and budget.
• Maintains information and recruitment packets; assuring accuracy of information posted on the TWU website and availability of printed materials upon request.
• Schedules and assists with informational seminars for students. Advises prospective pre-health students via phone, in person, and in writing. 
• Discusses prerequisites and explains requirements for admissions to various programs.
• Coordinates program admissions process.
• Manages applications and related databases.
• Reviews unofficial transcripts to determine prerequisite courses needed. 
• Verifies and evaluates completeness of records.
• Prepares lists of qualified applicants.
• Serves as a member of the Pre-Health Advising Committee.
• Works with program coordinators to process applications.
• Sends and receives correspondence between the programs and applicants related to admission status. 
• Coordinates efforts with program coordinators and program secretaries. 
• Tracks prospective students and generates reports related to recruiting and admissions including fulfillment of requirements for enrollment.
• Participates in planning, implementing, and evaluating recruitment activities outside the university.
• Discusses progression in program.
• Assists newly admitted students with registration. 
• Assists with new student orientation.
• Performs technical clerical work involving the exercise of independent judgment.
• Exercises independent judgment in selecting and transcribing data from documents that have not been pre-examined or coded.
• Determines work priorities for a section or clerical function.
• Formulates procedures and methods in keeping with general policy.
• Makes appointments for supervisor; receives and screens visitors.
• Responds to telephone questions and inquiries from visitors on departmental policies and procedures.
• Performs the mail run; receives, logs, sorts, and distributes mail.
• Composes routine correspondence to students or the general public.
• Posts bookkeeping information and prepares summary reports.
• Types, letters, reports, forms, and other materials from notes, rough drafts or dictation.
• Maintains a variety of complex and/or confidential records and files.
• Assembles and organizes materials used by the supervisor in completing work assignments.
• Prepares annual appointment and budget forms, periodic reports, class and/or office schedules.
• Coordinates the details of the office to which the incumbent is assigned; supervises and train clerical employees.
• Performs specialized functions and completes special projects.
• Develops office forms and initiates office procedures or changes in office procedures.

ADDITIONAL DUTIES

• Greets and directs visitors, staff, faculty and students.
• Reviews work of other clerical employees.
• Performs other duties as requested.

EDUCATION

Bachelor’s degree preferred.  Additional job-related experience and/or education may substitute for the required education on a year-for-year basis.

EXPERIENCE

Two years experience within an academic setting required.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of college terminology and requirements.
• Knowledge of professional opportunities in Communications Sciences & Disorders.
• Skilled use of data management systems and processes; ability to problem solve.
• Ability to interpret policy and make decisions based on established policy and procedures.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public; ability to communicate effectively - orally, by phone, in person, and in writing; working knowledge of office practices and methods; ability to perform mathematical calculations and/or verify information accurately.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to use a personal computer and other office equipment, including university software and email.

PHYSICAL DEMANDS 

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. 

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 Texas Woman’s University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic. All offers of employment will be contingent on the candidate’s ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman’s University deemed security-sensitive require background checks and verification of all academic credentials. If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.

Salary: $36,544 Annually