Scheduled Hours

40

Position Summary

The Program Coordinator II provides comprehensive, proactive administrative and program coordination to the Office of Medical Student Affairs (OMSA) and the Student Success Team (SST). Responsibilities include advanced calendar and meeting coordination for key faculty, staff, SST members, and OMSA. The role supports OMSA by assisting the Deans, providing administrative support, coordinating MD Student Life communications and activities, and leading project timelines and logistics efforts to ensure OMSA programming and awards are planned and implemented efficiently and effectively. For SST, the Coordinator manages agendas, meetings, minutes, and related instructional materials; oversees remediation processes and student tracking via the SST Tracking Board; administers Absence Notification Forms and Professional Behavior Forms; monitors and reports Step exam outcomes and coordinates related student meetings; and supports the Student Learning Specialist processes.

Job Description

•  Student Success Team (SST)
  • Provide end-to-end scheduling and calendar management for SST-related activities & team calendars.
  • Administer Absence Notification Forms by tracking submissions and ensuring proper routing.
  • Process and track Professional Behavior Forms (PBFs).
  • Support USMLE Step exam processes by maintaining accurate score logs, tracking summary reports and coordinating and scheduling student meetings.
  • Support Student Learning Specialist activities by processing and filing invoices and related documentation.
  • Coordinate Ad Hoc Committee Appeal meetings and processes when a student files an appeal for a Clinical Attainment Committee (CAC) adverse decision.
  • Coordinate SST meetings by developing agendas, overseeing meeting logistics, recording and distributing minutes, and maintaining related resources.
  • Oversee SST and track remediation processes and resources.
  • Maintain SST and student tracking and documentation.

• Office of Medical Student Affairs (OMSA)
  • Assist OMSA Deans with administrative and operational needs.
  • Perform project management to coordinate and track awards processes, including administering award nominations, selection processes, and communications, and planning and supporting the Awards Luncheon.
  • Coordinate key student ceremonies and events, including Commencement and White Coat Ceremony.
  • Provide support for Career Advising, including administrative needs, communications with students and departments, assistance with the Medical School Performance Evaluation (MSPE) letter process, and planning for career advising programming.
  • Manage OMSA administrative functions by submitting and tracking expense reports, coordinating room reservations, and tracking conference attendance.
  • Provide scheduling and calendar management for OMSA team calendars.
  • Manage the MD Student Life inbox and MD Student Life calendar with timely, service-oriented responses and clear follow-through.
  • Coordinate student group purchasing processes.
  • Support OE Leadership/Student Lunches, including scheduling, logistics, and communication. 

• Team Engagement and Other Duties
  • Attend department meetings, staff meetings, and trainings; contribute updates and own follow-ups to completion.
  • Perform other job-related duties as assigned within OMSA and the Office of Education. 

• Critical Skills and Competencies
  • Strong interpersonal and customer service skills; ability to work effectively with clinicians, students, faculty, and staff in a fast-paced, service-oriented environment.
  • Excellent organization, accuracy, and attention to detail; ability to manage multiple priorities and meet deadlines with minimal oversight.
  • Clear written and verbal communication; professional email and document preparation.
  • Comfort with technology and willingness to learn new systems; proficiency with Microsoft Office (Outlook, Word, Excel) and familiarity with basic AV and ARS tools.
  • Discretion and judgment in handling confidential information.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office Equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Detail-Oriented, Interpersonal Communication, Multicultural Environments, Oral Communications, Organizing, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

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