Career Center

Job Description:

This position serves as a vital member of the Office of Education in the School of Public Health. The School of Public Health offers two (2) undergraduate concentrations, three (3) masters programs, three (3) 5th year and dual degree masterâ™s programs, and four (4) doctoral programs. The Academic and Student Affairs Coordinator serves as the primary administrator for the undergraduate concentration in Public Health, which serves more than 175 students, and oversight of major events in the Office of Education. The position also coordinates student engagement programming within the Office of Education. 

In this role, the incumbent will act as the primary point of contact for current and prospective undergraduate students as well as faculty advisors. This position is responsible for administering internal and external processes related to the program, and understanding accreditation standards. Undergraduate program duties include supporting the Director of Undergraduate Studies and the concentration advising team and serving as liaison to the Office of the Registrar and the Dean of the College. 

The major events supported include Graduate Orientation, Recruitment Day, Public Health Research Day, and Commencement, as well as smaller undergraduate program events. Student engagement duties include working closely with others to support co-curricular culture and activities at the School and in the broader community. The incumbent will work closely with faculty, staff and students.

Section 3: Major Responsibilities

1.    Major Responsibility:  MANAGEMENT OF UNDERGRADUATE CONCENTRATION (35%)
 Supporting Actions: 
●    Work with the Director of Undergraduate Programs, concentration advisors, and honors advisors to create efficient and effective procedures and communications for management of the undergraduate program. 
●    Understand degree requirements and school policy issues affecting the public health concentration and respond proactively to changes that impact faculty, students and courses. 
●    Organize information sessions for prospective public health concentrators and serve as initial point of contact for undergraduate students' academic questions including, but not limited to concentration requirements, the honors program, and the combined UG/MPH program (5th year masters). 
●    Serve as a resource for creating students' concentration plans in Advising Sidekick (ASK) software system. 
●    Provide organizational support for a team of faculty advisors serving a large concentration of undergraduate students. Coordinate with them to track concentrators' academic performance and proactively identify students with potential problems meeting requirements for graduation. Maintain advisor resources documents. 
●    Staff the Undergraduate Studies Committee meeting and coordinate with the Office of the Registrar and the Dean of the College on issues pertaining to the concentration. 
●    Edit Focal Point content as needed to update requirements of the concentration. 
●    Administer surveys of graduating students and tracking of post-graduation plans. 
●    Organize undergraduate honors and awards process.

2.    Major Responsibility:  ACADEMIC AFFAIRS EVENTS MANAGEMENT (35%)
Supporting Actions: 
The incumbent leads and supporting roles in academic affairs event planning (Orientation, Recruitment Day, Public Health Research Day, and the academic affairs side of Commencement). The event schedule is year-round, moving from one event into the next relatively non-stop throughout the year. Event planning duties include: 
●    Independent project management; 
●    Creating/managing event agendas and materials; 
●    Managing recruitment and attendance numbers;
●    Placing catering, printing, and other orders; 
●    Coordinating with program administrators and communicating with internal and external constituents;
●    Developing materials and forms for tracking and feedback; 
●    Improve organizational processes, marketing, and attendance for existing events.
The position manages the creation of the SPH printed Commencement Program and communicates with prospective and current students using Name-Coach software, Google suite products, and other applications to create/update the student directory, manage volunteers and sign-ups, garner feedback, etc. 

3.    Major Responsibility:  COORDINATION OF STUDENT ENGAGEMENT ENTERPRISES (20%)
Supporting Actions:
●    Support all aspects of student engagement at the School of Public Health. 
●    Collaborate with and support the efforts of others working in this arena at the School, including the Director of Community Engagement and the Assistant Director, Career Advising to foster a culture of co-curricular engagement from recruitment to matriculation to program completion. 
●    Serve as staff liaison and administrative support to the PH Graduate Student Council and the PH Departmental Undergraduate Group (DUG). 
●    Coordinate student prizes and teaching awards processes, as well as Nora Kahn Piore (NKP) scholarship program. 
●    Administer relevant surveys and monitor results. 
●    Understand Universityâ™s academic policies and procedures. 
●    Liaise with internal and external constituents and offices. 
●    Create and maintain website information. 
●    Remain cognizant of curricular and policy issues affecting students and respond proactively to changes that impact them. 
●    Work closely within the Office of Education, the Communications team, program directors and managers, advisors, and students at all levels to accomplish a thriving student culture. 

4.    Major Responsibility:  Academic Affairs Administrative Support (10%)
Supporting Actions:
The incumbent supports and/or administers many academic affairs processes related to the Schoolâ™s academic programs. Responsibilities include: 
●    Working within the Office of Education on processes and data regarding academic programs; 
●    Understanding, and communicating the Universityâ™s academic policies and procedures; 
●    Creating effective and efficient procedures; 
●    Staffing Committee meetings as requested;
●    Maintaining committee rosters, scheduling meetings, assisting with agendas, and maintaining minutes. 
The position will cross-train and collaborate on efforts across the Office of Education, including backup support for other academic programs and student services.

Section 4: Decisions Position is Free to Make
Decisions free to make
●    Self-directing workflow based on responsibilities
●    Developing processes and process improvements to advance efficiency
●    Revising/updating documents and other programmatic materials
●    Improving the reach, efficiency, and attendance of events
●    Deciding when to triage issues and concerns up and/or out
●    Referring students to resources within the Office of Education
Explain the decisions that depend on position's advice 
●    Undergraduate program requirements and degree clearance
●    Successful School events and services 
●    Student engagement measures
●    Effective student communication methods

Section 5: Dimensions
●    SPH Administration office is comprised of 6 deans, 5 senior leaders and 21 staff members
●    Coordination with multiple deans, program administrators, and other relevant staff across the School
●    Liaison to cross-campus undergraduate and graduate constituency offices (Dean of College, Registrar, Graduate School)
●    175+ Undergraduate students, 250+ graduate students
●    Coordination and planning of multiple events throughout the year

Section 6: Job Qualifications and Competencies
Education and Experience
Required:
●    Bachelorâ™s Degree plus 2-3 years of related experience or the equivalent combination of education/experience 
●    Strong organizational, administrative, and time management skills with demonstrated ability to work independently, take initiative and manage multiple tasks, anticipate needs, set priorities, solve problems, and meet deadlines
●    Demonstrated ability to work in a team environment and positively interact with diverse populations including students, faculty, staff and external constituents
●    Demonstrated ability to work independently and to effectively manage a project

Job Competencies
Indicate the essential job competencies. Competencies are required knowledge, skills and abilities necessary to perform the job successfully. 

●    Excellent interpersonal as well as verbal and written communication skills 
●    Ability to handle sensitive information and maintain confidentiality
●    High level of computing proficiency with interest in developing new proficiencies; skilled working knowledge of computer technology and Microsoft Office Suite and G Suite software 
●    Ability to work a flexible schedule as required, including possible occasional evenings/weekends for meetings or events
Preferred:  
●    Experience in a university setting
●    Experience with student advising 
●    Experience with Banner software and/or other student tracking systems
●    Database experience 
●    Familiarity with social media platforms & engagement for businesses
●    Possesses a willingness to work in an inclusive and diverse environment.

All offers of employment are contingent upon a criminal background check and education verification that are satisfactory to Brown University.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:

In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

Still Have Questions?

If you have any questions you may contact [email protected].

EEO Statement:

Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.