Student Services Coordinator

University of the Pacific; San Francisco (CA); On-site; USD 52,000 - 64,000; Full time

Job summary

University of the Pacific in California seeks an experienced administrative professional to support Student Services, Admissions, and Financial Aid. You will greet visitors, manage calendars, coordinate events, and handle multiple platforms such as Canvas, OnBase, WebAdMIT, Banner, and Axiom.

The role requires at least two years of administrative experience, strong communication and confidentiality skills, and a commitment to diversity and inclusion in a university setting.

Qualifications

• Minimum two years experience in an administrative support position.
• High school diploma or equivalent.
• Experience working in a university environment is strongly preferred.
• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Responsibilities

• Greet visitors, answer department main phone, respond to inquiries and determine appropriate actions.
• Order office supplies and materials; manage office mail for distribution.
• Coordinate logistics for department and department-sponsored meetings and events, including room reservations, catering and technology setup.
• Manage master department calendar, including staff vacations, department- and school-sponsored meetings and events.
• Manage general department emails accounts; respond to inquiries; forward emails to appropriate departments/staff members.
• Manage department purchasing, procurement, reimbursements, payments, and Procard expenses and reconciliation.
• Coordinate document intake and management using student services platforms, including Canvas, OnBase, WebAdMIT, Banner.
• Provide administrative support to student services staff.
• Maintain and process admissions applications, coursework / prerequisite verification, enrollment fees, applicant statuses and file review on WebAdMIT, CAAPID , and PASS ; assist with online data entry and updates on Axiom/Banner/Admissions Bridge systems.
• Review and score DDS and IDS applications.
• Manage background check process for DDS and IDS programs and review criminal background check reports.
• Review and track incoming student forms for completeness.
• Collect and evaluate transcripts for incoming / admitted students.
• Manage the import process of dental admissions to the student information system, Banner and Axiom bridge.
• Coordinate creation and distribution of surveys as well as collection, analysis and reporting of student services survey data.
• Manage pre-dental campus tour requests and admissions advising appointments for prospective students / applicants for the DDS , IDS , DH and residency programs.
• Assist in the planning of student services events and programs, including student retreats, Dugoni Discovery Day, pre-dental day, pre-dental visits.
• Perform all other duties as assigned by the Assistant Dean of Student Services or designee.

Skills

Effective communication

Interpersonal skills

Confidentiality

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Canvas

OnBase

WebAdMIT

Banner

Job description

For Applicants Seeking Job Opportunities within the University Internal: Internal applicants will be considered within the first five (5) business days of the posting period. External: External applicants will be considered on the sixth (6) business day of the posting period.

For in-person roles: This is an in-person role, and the successful candidate must be willing to relocate within California, preferably within 25 miles of the (City) Pacific campus.

For online roles: While this is an online position, Pacific's three campuses are within California and its faculty and staff are mostly California residents. For administrative purposes, California residents are preferred. Out of state hires must be approved either by the Provost and Executive Vice President for Academic Affairs (for academic hires) or by the Chief Financial Officer and Executive Vice President for Finance and Operations.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information

Primary Purpose

Under the general supervision of the Assistant Dean, Student Services, performs administrative, advising and operational duties related to Student Affairs, Admissions, and Financial Aid. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Essential Functions

• Greet visitors, answer department main phone, respond to inquiries and determine appropriate actions.
• Order office supplies and materials; manage office mail for distribution.
• Coordinate logistics for department and department-sponsored meetings and events, including room reservations, catering and technology setup.
• Manage master department calendar, including staff vacations, department- and school-sponsored meetings and events.
• Manage general department emails accounts; respond to inquiries; forward emails to appropriate departments/staff members.
• Manage department purchasing, procurement, reimbursements, payments, and Procard expenses and reconciliation.
• Coordinate document intake and management using student services platforms, including Canvas, OnBase, WebAdMIT, Banner.
• Provide administrative support to student services staff.
• Maintain and process admissions applications, coursework / prerequisite verification, enrollment fees, applicant statuses and file review on WebAdMIT, CAAPID , and PASS ; assist with online data entry and updates on Axiom/Banner/Admissions Bridge systems.
• Review and score DDS and IDS applications.
• Manage background check process for DDS and IDS programs and review criminal background check reports.
• Review and track incoming student forms for completeness.
• Collect and evaluate transcripts for incoming / admitted students.
• Manage the import process of dental admissions to the student information system, Banner and Axiom bridge.
• Coordinate creation and distribution of surveys as well as collection, analysis and reporting of student services survey data.
• Manage pre-dental campus tour requests and admissions advising appointments for prospective students / applicants for the DDS , IDS , DH and residency programs.
• Assist in the planning of student services events and programs, including student retreats, Dugoni Discovery Day, pre-dental day, pre-dental visits.
• Perform all other duties as assigned by the Assistant Dean of Student Services or designee.

Minimum Qualifications

Knowledge of:

• Intermediate level Microsoft Word and Excel.
• Principles of business communication and composition.

Ability to:

• Work efficiently and accurately under pressure and with minimal supervision.
• Work and communicate with a variety of students and staff requiring effective problem solving and interpersonal skills.
• Maintain confidentiality of information in compliance with the Family Education Rights and Privacy Act ( FERPA ) and other applicable federal, state, local, or university regulations/guidelines.
• Perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Demonstrate good figure aptitude and problem-solving and retention skills.
• Provide excellent customer services to all stakeholders (prospective students, current students, families, faculty and staff).

Experience:

• Minimum two years experience in an administrative support position.

Education:

• High school diploma or equivalent.

Preferred Qualifications

Knowledge of:

Experience:

• Experience working in a university environment is strongly preferred.

Education:

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described