Student Support Coordinator Jobs in USA, CA, Pasadena | Rose International Job

Required Education:

• Bachelor's degree (strongly preferred) in Student Affairs, Higher Education Administration, or a related field.

Preferred Education:

• Master's degree

Required Experience:

• At least 5 years of relevant experience in a higher education, academic medicine, or similarly complex environment with cross-functional stakeholders.
• At least 3 years of experience in event planning, program coordination, operations coordination, project management, or a closely related function.
• At least 3 years of experience supporting complex scheduling, travel coordination, and expense processing for a leader or leadership team.

Preferred Experience:

• Two to four years of experience supporting professional or medical education programs.
• Experience with budget tracking, vendor management, purchasing coordination, and developing status reports and summaries for leadership.
• Experience supporting administrative steps for research products (manuscripts, grants, and related submissions).

Required Skills:

• Strong organizational and time-management skills with the ability to manage competing priorities across two departments.
• Excellent written and verbal communication skills; able to draft clear correspondence and provide high-quality customer service to students, faculty, staff, and external partners.
• High attention to detail, strong follow-through, and the ability to work independently with appropriate escalation.
• Demonstrated discretion and confidentiality when handling sensitive or student-related information.
• Proficiency with Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Outlook.
• Comfort learning and using enterprise systems for purchasing, scheduling, and expense reporting (including One Link).

Job Overview:

The Student Engagement and Executive Support Coordinator (Contingent Worker) is a shared position that provides program coordination for the Office of Student Affairs and Student Engagement and executive-level administrative support for Community Engagement and Government Affairs. This role coordinates signature student events and student programming logistics, administers the Student Professional Development Funding Program, and supports front-facing student services coverage as needed. In parallel, the coordinator manages complex scheduling for the Associate Dean for Community Engagement and Government Affairs, coordinates travel and expense processes, supports administrative steps for research product submissions, and helps schedule meetings connected to the strategic plan engagement pillar.

• This position requires excellent customer service, discretion with sensitive information, strong attention detail, and the ability manage competing priorities across two departments with clear communication and consistent follow-through.
• Reporting and work direction
• Joint functional reporting to:
• Office of Student Affairs and Student Engagement (designated supervisor)
• Associate Dean for Community Engagement and Government Affairs (or designee)
• Day-to-day prioritization managed through a shared weekly work plan and agreed service-level expectations across both departments.

Key responsibilities (with estimated time allocation)

• Office of Student Affairs and Student Engagement responsibilities (50%)
• Student Professional Development Funding Program administration (15 percent)
• Manage the end-to-end administrative workflow for student professional development funding requests (intake, tracking, documentation, status updates, and recordkeeping).
• Coordinate approvals, confirm eligibility requirements, and maintain accurate logs of awards, reimbursements, and deadlines.
• Provide clear, timely communication students and stakeholders regarding process steps and timelines.
• Signature student events planning and coordination (15 percent)
• Coordinate logistics for signature student events, including space requests, vendor coordination, purchasing support, and day-of execution support.
• Maintain event timelines, task lists, and run-of-show documents; support post-event wrap-up and reconciliation.
• Student programming and engagement support (10 percent)
• Provide coordination support for student programming, workshops, and engagement initiatives (materials, communications, registration, and basic logistics).
• Support student-facing communications, calendar postings, and event reminders using standard templates and processes.
• Student affairs office coverage and operational support (10 percent)
• Provide front-facing coverage support (in-person and virtual) as needed ensure continuity of student services.
• Respond basic inquiries, route requests appropriately, and maintain shared inbox and shared calendar organization following office standards.

Community Engagement and Government Affairs responsibilities (50%)

• Associate Dean calendar management and meeting coordination (20 percent)
• Manage day-to-day calendar operations for the Associate Dean, including scheduling with internal leaders and external partners, resolving conflicts, confirming agendas, and ensuring meeting readiness.
• Coordinate meeting logistics (virtual links, rooms, materials distribution, and attendance confirmation).
• Strategic plan engagement pillar scheduling and operational support (7 percent)
• Support scheduling and coordination of meetings tied the strategic plan engagement pillar, including preparing agendas, tracking action items, and maintaining reference documents.
• Travel coordination and expense processing (10 percent)
• Arrange travel (air and hotel reservations) and maintain organized records for receipts and travel documentation.
• Process expenses in the One Link system and prepare monthly expense reports aligned with established policies and timelines.
• Administrative support for research products (5 percent)
• Support administrative steps for submissions of peer-reviewed manuscripts and related research products, including formatting checks, document routing, and deadline tracking (as directed).
• Correspondence, reporting, and presentation support (5 percent)
• Draft, proofread, and format correspondence and routine communications.
• Support development of standard and nonstandard presentations, handouts, spreadsheets, status updates, and summaries using Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
• Processing activities for events and events management and support.

(3 percent)

Interview Process:

Virtual Interview (Zoom/Teams)

• Only those lawfully authorized to work in the designated country associated with the position will be considered.
• Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.

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