SOMA - Student Achievement Success Administrative Assistant

Description

The Student Achievement Success Administrative Assistant provides comprehensive administrative and operational support to the Student Achievement Success (SAS) Team within AT Still University School of Osteopathic Medicine in Arizona (ATSU-SOMA). This position supports student success operations, academic progression processes, and institution-wide student events while ensuring efficient communication, documentation management, and coordination across departments. The Administrative Assistant serves as a central point of contact for student progression and committee-related administrative functions and assists with maintaining accurate records, coordinating meetings, supporting student communications, and facilitating key student lifecycle events from matriculation through graduation.

Duties & Responsibilities:

Student Performance Committee (SPC) Administrative Support:

• Provide administrative support for the Student Performance Committee (SPC).
• Coordinate SPC meeting logistics, scheduling, and preparation.
• Prepare and distribute meeting agendas, materials, and supporting documentation.
• Marshal SPC cases and organize materials for committee review.
• Draft, distribute, and maintain SPC correspondence and student notifications.
• Maintain oversight and management of the SPC email inbox, ensuring timely communication and follow-up.
• Maintain confidentiality and compliance with FERPA and institutional policies related to student records and committee proceedings.

Student Records, Academic Status & Absence Management:

• Update and maintain student academic status records and progression documentation.
• Manage eMedley status updates, documentation tracking, and student records maintenance.
• Oversee and manage the student absences inbox, ensuring timely review, routing, and communication regarding absence requests.
• Process and document student absence requests and related correspondences.
• Coordinate communications with students, faculty, and administration regarding attendance-related matters.
• Ensure accurate and timely entry of student information into institutional systems and databases.
• Assist with maintaining records related to remediation, academic standing, professionalism, and progression activities.
• Manage immunizations and BLS certification compliance.

Admissions & Student Affairs Support:

• Provide administrative support for admissions-related activities as assigned.
• Assist with admissions committee communications, scheduling, file management, and meeting coordination.
• Collaborate with Student Affairs, Academic Affairs, and Admissions teams to support student onboarding and transition activities.

Event & Program Coordination:

• Assist in planning, coordination, and operational support for school-wide student events including:
• Student orientation
• Student workshops and training events
• Professional development programming
• Graduation activities
• White coat ceremonies
• Clinical and rotation readiness initiatives
• Coordinate event logistics including scheduling, materials preparation, communications, room reservations, and attendee support.
• Support faculty, staff, and student engagement activities related to SAS initiatives.

General Administrative Support:

• Provide day-to-day administrative support to the Student Achievement Success Team.
• Draft correspondence, reports, spreadsheets, and meeting documentation.
• Maintain organized electronic and physical filing systems.
• Monitor deadlines, workflows, and operational priorities across multiple projects.
• Perform additional duties and special projects as assigned.

Requirements

Education & Experience:

Qualifications:

• Associate’s degree required; bachelor’s degree preferred.
• Minimum of 2–3 years of administrative or program coordination experience, preferably in higher education, healthcare, or academic medicine.
• Experience managing calendars, meeting coordination, records management, and professional communications.
• Proficiency with Microsoft Office Suite, database systems, and educational management platforms.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to maintain confidentiality and exercise discretion in handling sensitive student information.

Preferred Qualifications:

• Experience working in medical education, higher education, or student affairs.
• Familiarity with student information systems and eMedley or similar educational platforms.
• Experience supporting committees, academic progression processes, or admissions operations.
• Knowledge of FERPA and academic records management practices.
• Experience coordinating large-scale academic or student events.
• Two to three years prior experience
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Ability to work collaboratively with faculty, staff, students, and institutional leadership.
• Strong problem-solving and organizational skills.
• Demonstrated professionalism, adaptability, and initiative.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.