Student Services Specialist II

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Position Description:

The Student Services Specialist II for Medical Students supports the operational functions of the Office of Medical Student Affairs by facilitating student services, coordinating academic records processes, and supporting student-facing programs. This position serves as a central resource for students, faculty, and staff by managing communications, coordinating office processes, and ensuring timely responses to inquiries related to medical student services.

The specialist contributes to the effective administration of student records by assisting in the receipt, organization, and processing of grades submitted by academic departments and external partners. Working in collaboration with the Student Records Coordinator, this role supports the accurate entry and maintenance of academic data within PeopleSoft and internal record systems, ensuring timely updates and reliable documentation used for class rank calculations, Medical Student Performance Evaluations (MSPEs), and other institutional reporting. The position also assists in processing verification of medical education requests for School of Medicine graduates.

This role provides coordination support for faculty and staff by assisting with scheduling meetings, facilitating travel reimbursement documentation, and supporting routine operational needs that contribute to the efficient functioning of the office. The specialist also assists with drafting and preparing official correspondence on behalf of the Senior Associate Dean for Medical Student Affairs, including letters of good standing, enrollment verifications, jury duty excusal letters, and other institutional communications.

In addition, the specialist supports the planning and execution of meetings, student programs, and special events by coordinating logistics such as catering, materials preparation, and event setup. The position maintains records related to student service opportunities and other student engagement initiatives, ensuring accurate documentation and program tracking.

Through these responsibilities, the specialist helps maintain organized student information, supports student engagement efforts, and contributes to the effective delivery of services within the Office of Medical Student Affairs.

Essential Duties and Responsibilities

• Serve as a primary point of contact for the Office of Medical Student Affairs by managing routine inquiries received through the office service account and phone lines. Respond to common questions using established information and best practices, and communicate effectively with internal and external stakeholders to route requests to appropriate staff or resources.
• Support daily office operations by maintaining organized digital and physical records, managing standard document workflows, and assisting with information management tasks. Address routine operational issues using common solutions to support efficient and consistent office functioning.
• Coordinate scheduling and logistical support for faculty and staff meetings and assist with routine travel reimbursement documentation. Exercise personal judgment within standard procedures to address common scheduling conflicts and administrative needs in collaboration with team members.
• Assist with planning and logistics for meetings, student programs, and office events by following established practices for catering coordination, material preparation, and event setup. Collaborate with colleagues to ensure programs are delivered smoothly and meet operational expectations.
• Maintain tracking and documentation for student service initiatives and programs by applying best practices for record‑keeping and routine reporting. Support accurate documentation through consistent organization and attention to standard processes.
• Support student academic records operations by assisting with the collection, organization, and processing of grades received from academic departments and external partners. Address routine discrepancies using established procedures and communicate with relevant stakeholders as needed.
• Collaborate with the Student Records Coordinator to support timely and accurate entry of grades into the PeopleSoft system. Use standard practices to assist in maintaining academic records supporting institutional reporting, including class rankings and Medical Student Performance Evaluations (MSPEs).
• Maintain and organize grade‑related documentation within shared record systems to support routine academic tracking and reporting requirements, ensuring materials are accessible and properly filed.
• Assist with processing verification of medical education requests for School of Medicine graduates by following established institutional procedures and addressing routine requests using common documentation standards.
• Draft and prepare official correspondence on behalf of the Senior Associate Dean for Medical Student Affairs, including letters of good standing, enrollment verifications, and jury duty excusal letters, using established templates and exercising judgment to ensure accuracy and appropriateness.
• Support student engagement and community‑building efforts by assisting with routine student recognition activities, such as preparing birthday acknowledgments and other communications, and collaborating with team members to promote a positive student experience.
  

Preferred Qualifications

• Preferred work experience in Student Services field. 
• Experience within a university department or another student-centered industry may be considered.
  

Competencies

• Proficient in Microsoft Suite, PeopleSoft, Workday.
• Proficient in CardMed and RedMed.
• Strong oral, written, and interpersonal communication skills, with the ability to provide clear, detailed, and appropriate responses.
• Demonstrated ability to build positive working relationships and collaborate effectively with students, faculty, and staff while maintaining collegiality.
• Ability to work independently with minimal supervision, proactively anticipate needs, and plan accordingly.
• Detail-oriented with strong organizational skills.
• Strong commitment to customer service and a passion for supporting medical students.
• Ability to work effectively as part of a team and contribute to a shared goal.
• Flexibility and adaptability in a changing medical education environment.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.