Office Coordinator

Overview

The Office Coordinator supports directors of the Medical & Health Professions Education (MHPE) Doctorate and Master’s degree programs and the Counseling & Art Therapy (CAT) Master's degree program in the School of Health Professions (SHP). The Office Coordinator works with the Program Directors to recruit prospective students and support current students and program faculty. They interact with colleagues from Admissions, the Registrar, Financial Aid and Financial Services, ODUGlobal, Marketing, other academic programs as needed.

This is a remote position supporting one online (MHPE) and one in-person (CAT) academic program.

Responsibilities

• Partners with program directors to coordinate student recruitment and admissions, coordinating social media outreach, website maintenance, prospect communication, information sessions/open house events, and student matriculation.Coordinates marketing outreach with institutional marketing partners.
• Works with program directors, admissions, and enrollment to process student applications, manages prospect and applicant record keeping and reporting, and hand off admitted students to academic advisors and ODU Global advisors. 
• Updates program student handbooks, online resource center, and academic catalog in coordination with program directors, the Office of the Registrar, and the Graduate School.
• Monitors student records toward degree completion and coordinates completion of graduate student forms.

• Prepares, monitors, and processes purchase orders and requisitions through eVA for the programs, to include reimbursements, ordering of educational material for program directors, office, and lab supplies.

• Purchasing Card holder for SHP. Maintains records for credit card purchases and reconciles bankcard statements, prepares one-time faculty payments, and monitors program budget expenditures.

• Coordinates faculty travel. Prepares travel vouchers and tracks payments through Chrome River.
• Communicates program needs to faculty to assist in coordinating development of course materials to meet institutional approval requirements.

Qualifications

Minimum Qualifications and Skills:

• Experience in academic setting with focus on student recruitment, admissions, and student advising.

• Ability to develop and maintain effective relationships with public, partners, customers, and co-workers; while working cooperatively and effectively with others to achieve common goals.

• Use of MS Office tools (Word, Excel, Outlook etc.) and social media posting technologies and skills.

• Ability to work independently, managing time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements.

• Ability to adapt to changing work environments, work priorities, and organizational needs.  Takes independent action to address and resolve problems.

• Ability to express ideas effectively and demonstrate sound judgment regarding decision-making.

• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.

• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.

• Ability to read and interpret documents such as invoices, purchase orders, requisitions, quotes and course information items.

Preferred Qualifications:

• Associate degree plus three years of administrative experience.

• Familiar with student information systems e.g. GradCAS, Banner, and learning management systems e.g. Canvas.

• Familiar with applicant recruitment and marketing through social media and website management.

• Experience supporting administrative operations of education programs.

• Self-motivated, able to solve problems, distinguish priorities, possess effective interpersonal communication skills and strong organizational skills including record keeping.

• Ability to communicate effectively orally and in writing.   

Location : Location