Administrative Program Coordinator, Student Affairs

This position is located at 1925 E Spence Eccles Dr., Salt Lake City, UT 84112.

Monday – Friday, business hours.

About the role

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine works closely with medical students to ensure they feel supported and successful during their time at the school by facilitating personal and professional development through accessibility, professionalism, and collaboration. The Administrative Program Coordinator provides administrative support to the SOM Student Affairs team, assisting medical students by supporting Student Affairs Program Managers, the Visiting Student Learning Opportunities (VSLO) program, Professional Identity Formation (PIF), and front office support. This position will cross-train in all aspects of Student Affairs, including recurring projects and events, and provides additional support to other Student Affairs team members during busy seasons.

Responsibilities

• Support the VSLO Program Manager with initial application review including eligibility assessment, processing of fees, and tracking course evaluations.
• Support post-decision document review.
• Collaborate with departmental coordinators and student affairs leadership to support visiting learner experiences, ensuring the visiting student program operates efficiently, consistently, and in alignment with institutional goals and national best practices.
• Support Eccles Innovation Scholars initiative for the Professional Identity Formation program, including travel and award processing, food ordering, and event support.
• Act as a point of contact for School of Medicine students, faculty, and guests; maintain a welcoming and positive environment within the Office of Student Affairs.
• Support front office operations including ordering and maintaining supplies, scheduling support, facilities/building requests, room scheduling, student lockers, and other duties as assigned.
• Provide administrative support to Student Affairs staff and serve as a general point of contact for the Dean’s office; direct inquiries, visitors, and other requests to the appropriate staff member or unit.
• Act as a direct point of contact for student inquiries regarding wellness resources, academic support, or general guidance.
• Co-lead and/or support Student Affairs event committees and events; support after-hours events and activities.
• Build and update School of Medicine web pages.
• Help Program Assistant with front office coverage, scheduling meetings, reserving rooms, ordering supplies for the Student Lounge/office, and ordering catering for class-wide events.
• Help Program Assistant as needed scheduling meetings by reserving rooms on Astra for students and staff at the School of Medicine.
• Provide cross-functional support to the Registrar’s Office by assisting with student records management, auditing the course catalog, and supporting other operational priorities during peak periods; maintain cross-training on Registrar functions, assist with management of the shared departmental email inbox, and respond to program-related communications as needed.
• Assist with VSLO onboarding requirements, including verification and tracking of immunization records, background checks, drug screening, HIPAA training, OSHA training, and other institutional compliance requirements.
• Coordinate and maintain affiliation agreements with external institutions that host outgoing visiting students.
• Ensure visiting student records are complete, accurate, and maintained in accordance with institutional policies, FERPA, and applicable privacy regulations.
• Perform other duties as assigned in support of the Office of Student Affairs and Undergraduate Medical Education.

Minimum Qualifications

• Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience.
• Demonstrated ability to work independently, analyze and make decisions related to program content.
• Strong coordination and organizational skills required to prioritize conflicting deadlines.
• Demonstrated human relations and effective communication skills.
• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Benefited Staff