Program Coordinator, Advising & Wellness, School of Medicine, Student Affairs

The Student Affairs Office at the Boston University Chobanian & Avedisian School of Medicine is seeking a motivated, detail-orientated, and collaborative individual to fill the role of the Program Coordinator for Advising & Wellness (PCAW). The focus of this role is administrative oversight of the Student Affairs’ advising program, MD student wellness resources and programming, and Student Affairs’ Personal and Professional Development (PPD) Curriculum. The PCAW serves as a member of a staff with the shared responsibility of addressing the operative needs of the Student Affairs Office with the broader goal of providing outstanding support, guidance and service to medical students.

This position is a full-time (35 hrs/wk), in-person position with 1 remote workday available per week. The standard hours for this role are 9am-5pm, with some evening or early morning events required. Cover letter required for consideration

Essential functions

1. Advising Programs (40%): The Coordinator will have administrative oversight Student Affairs’ advising program; including the Academy of Medical Educators (AME) Advising component and the Field Specific Advising (FSA) Program.

Responsibilities Include:

· Meeting regularly with Student Affairs Deans and Medical Education Office to plan advising calendar(s), information management, and resources

· Work in collaboration with the Medical Education Office to assign medical students to advising cohorts, pairing the student with both their AME and Student Affairs Dean

· Work with IT and medical departments to maintain FSA database of advisors and assign students to their specialty-specific advisors

· Communicate pertinent advising information accordingly with both students and advisors

· Create and administer advising materials, resources, and information relevant to student advising and career development – including maintenance of relevant website pages

· Serve as administrative lead for meetings and faculty development for advisors

· Proactively maintain accurate databases of student/advisor assignments, especially during transition periods

2. Student Wellness Resources & Programming (40%)

Responsibilities Include:

· Meet regularly with Student Affairs Assistant Dean to evaluate and plan for events, programs, resources management and student communications

· Consolidate and maintain resources for the medical student wellness program

· Organize and manage the Student Wellness Committee in line with the wellness program goals

o Oversee Committee initiatives, student proposals, with a focus on managing goal setting and student need representation

· Collaborate with partners internally and externally to provide programming and resources to medical students

· Create marketing materials for events, programs and resources for use on social media, website, digital signage, and weekly student newsletter

· Prioritize efforts that focus on student skill/strategy development for practices to support students’ own wellbeing in medical school and beyond

· Plan and execute major student wellness and community events including Fall Med Mixer, Annual Medical Student Wellness Fair, Careers in Medicine Wellness Afternoon, and others

3. Pre-Clinical Career Development Sessions (10%): As part of the broader pre-clinical student curriculum (students in their first 2 years of medical school), Student Affairs hosts Career Development sessions within the ‘Personal and Professional Development’ (PPD) curriculum framework.

Responsibilities include:

· Confirming the Student Affairs’ PPD session dates with the Medical Education Office, ensuring the sessions are on the calendars of the appropriate Deans

· Assisting with planning, material creation, and delivery of Student Affairs’ Career Development PPD sessions in partnership with SAO’s Assistant Deans

· Implement assessment measures and work with Assistant Deans to evaluate program goals, success, and areas for improvement; creating reports for Director and Associate Dean

· Aligning PPD session content with AME advising sessions in order to establish harmony across various student sessions throughout the calendar year

· Support Assistant Deans in development and execution of additional workshops or sessions focused on career development

Other Administrative Responsibilities: (10%)

Student Letter/Document Requests:

· Oversee student document requests including but not limited to Postgraduate document requests, letters of support or recommendation, tuition reimbursement process

Support of Major Events and Programs:

· The Student Affairs Office oversees several of the largest events at the Medical School, including White Coat Ceremony, Orientations, Match Day, Awards Ceremony, and Graduation. This staff member will support these all-hands events in both preparation and execution

Departmental Day-to-Day Operations:

· All SAO staff members contribute to day-to-day office workflow, including but not limited to answering phones, student locker assignments, booking student appointments with the Associate and Assistant Deans, greeting visitors, ordering office supplies, and replying to student inquiries

Required Skills

· Bachelor's Degree and 3 years of related experience.

· Administrative proficiency in Wordpress, Outlook, and Microsoft Office applications - especially Excel.

· Strong organizational skills. Data management experience a plus.

· Able to prioritize and multitask; event planning experience; sound judgment; the ability to work independently as well as in a team environment. This person will demonstrate follow-through, initiative, and creativity.

· Strong interpersonal and communications skills; able to maintain a high level of professionalism; ability to interact with many individuals at all levels.

· Demonstrated interest and experience in higher education and working with students, in particular student development and/or student wellness.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.