COUNSELING SERVICE COORDINATOR

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. 

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. 

The MEDEX Northwest Physician Assistant Program is affiliated with the University of Washington School of Medicine, Department of Family Medicine. MEDEX has five training sites located at UW Seattle, UW Tacoma, Gonzaga University in Spokane, the University of Alaska, Anchorage, and Kona, Hawaii.

Under the supervision of the MEDEX Director of Admissions and Student Services, the Counseling Services Coordinator (E S 7) provides critical administrative, advising, recruitment, and support services to students and potential students, as well as complex project management and event coordination, serving up to 400 students annually at the five MEDEX campuses. In addition, the Counseling Services Coordinator plays a critical role in performing, analyzing, developing, planning, and implementing admissions and student services processes to optimize operational efficiency, and fiscal responsibility for the Admissions and Student Services unit as well as meet admissions and student services goals.

Exercising a high level of judgment in all communications and deliberations is required.  Confidentiality must be balanced with providing time-sensitive information and responses to requests. Maintaining multiple forms of communication is important including (print, email, phone, listservs, CASPA, ChatBot, and websites). This position requires the ability to communicate well with multiple audiences including middle/high school students/families, college students, school counselors, and university staff and faculty. Additionally, this position requires travel, including the ability to rent a vehicle and drive independently to areas throughout the U.S.

Supervision:
This position reports directly to the Director of Admissions and Student Services.

DUTIES AND RESPONSIBILITIES
(25%) - Process MEDEX applications including working with applicants to ensure the completeness of applications. Work with MEDEX staff to review, select and enroll program participants who meet eligibility requirements and reflect program recruitment goals. Work with applicants to ensure that all acceptance and enrollment materials are obtained and processed. Conduct recruitment help sessions with prospective students. Lead large virtual and in-person information sessions and/or workshops for prospective students. Represent the program at college/career fairs, recruiting events, and meetings throughout the U.S. Plan complicated travel itineraries, fly, and drive (sometimes lengthy distances) to events; many of which are in rural and/or remote areas, advise students, parents, and school counselors, and collect prospect data.
Create promotional recruitment materials.

(15%) - Serve as the main point of contact for students, partner schools, and the public regarding program activities and general information about MEDEX. Responsible for maintaining and monitoring program communications such as emails, student listservs, and communication platforms.

(15%) - Create tools and training for MEDEX Admissions and Student Services staff. Design program brochures, flyers, and signs. Research, create, and maintain list of scholarship opportunities for applicants/students. Design, prepare, and distribute quarterly student newsletter that advises students on deadlines, policies, events, and scholarships. Prepare student verification letters (i.e. enrollment letters, good-standing letters, completion letters, etc.).

(5%) - Maintain MEDEX databases and complete data entry. Create and maintain class photo rosters and student profiles and distribute to MEDEX faculty and staff. Create and maintain learning management system compliance trainings for MEDEX students. Maintain student and program records.

(15%) - Provide project coordination, event planning, and implementation for student recruitment conferences, new student orientation, white coat ceremonies, and graduation ceremonies. Provide support, and act as liaison to MEDEX faculty, leadership, and staff including developing schedules, scheduling spaces, creating class lists, preparing programs, and designing and ordering awards. Manage MEDEX Student Handbook updates in collaboration with MEDEX leadership.

(15%) - Research tools and systems to advance admissions and student services operations. Lead special projects aimed at automation and process improvement, demonstrating autonomous decision-making, monitor, analyze effectiveness, and take responsibility for successful outcomes.

(10%) - Other duties as assigned.

MINIMUM REQUIREMENTS