As a dedicated professional within the Office of Health Opportunities and Professional Engagement (HOPE), this role supports the planning, coordination, and implementation of initiatives that promote student engagement, community engagement, recruitment, and inclusive excellence efforts across the School of Medicine. This position provides operational and programmatic support to students, faculty, staff, and community partners through event coordination, communications, outreach activities, and student organization support.
This role works collaboratively with HOPE leadership to execute educational and community engagement programs, support student-focused initiatives, coordinate logistics for departmental events and trainings, and maintain strong relationships with internal and external stakeholders. The position also assists with communications, reporting, procurement activities, and administrative operations that support the overall mission and goals of the HOPE office.
Key Responsibilities:
Office Coordination and Operations – 30%
Support the Associate Dean, Directors, and Manager of HOPE in implementing departmental initiatives, programs, and operational priorities.
Prepare, proofread, and distribute communications, announcements, presentations, and materials on behalf of the HOPE office.
Coordinate calendars, meetings, and logistics for departmental programs, committees, and working groups.
Provide operational support to students, faculty, residents, fellows, and staff participating in HOPE initiatives and programs.
Serve as a point of contact for student organizations, community partners, and visitors to the office.
Assist with maintaining departmental records, databases, and documentation related to student groups, volunteers, and community engagement activities.
Support office operations by coordinating meeting agendas, taking meeting minutes, and tracking follow-up items.
Student Engagement, Events, and Program Coordination – 20%
Coordinate and support departmental events and activities including the Youth Summit, Unity Mixer, HOPEcoming, New Faculty Welcome, recruitment events, workshops, and other professional development or community engagement programs.
Manage event logistics including room reservations, catering, technology setup, supplies, signage, registration, and event communications.
Collaborate with the Office of Access and Engagement to manage the Minor’s on Campus processes and ensure compliance with university policies.
Collaborate with campus departments and community partners to ensure successful planning and execution of events and initiatives.
Support identity-based student organizations and student interest groups through event coordination, operational guidance, and budget-related processes in alignment with university policies and procedures.
Assist with the development of marketing materials, event agendas, presentations, and promotional content for departmental initiatives.
Gather participant feedback and assist in preparing post-event summaries and reports.
Support recruitment and outreach events by coordinating volunteers, registrations, travel logistics, and communication efforts.
Communications and Outreach – 15%
Maintain communication and engagement with community organizations and campus stakeholders.
Create and distribute communications, announcements, and correspondence on behalf of the HOPE office to students, faculty, staff, and community partners.
Compile and distribute information related to student organizations, community engagement opportunities, and upcoming events.
Assist in the coordination of outreach initiatives that increase awareness of educational and health opportunities within the School of Medicine.
Represent HOPE at campus and community events, information sessions, and recruitment activities.
HOPE Initiatives and Project Support – 15%
Support departmental initiatives and special projects related to student engagement, community outreach, recruitment, and inclusive excellence.
Conduct background research, collect information, and assist with benchmarking and reporting efforts as requested by leadership.
Assist with tracking project timelines, deliverables, and departmental initiatives.
Help prepare preliminary drafts of reports, surveys, presentations, and program materials.
Provide recommendations for improving operational processes, communications, and program coordination.
Procurement, Financial, and Travel Support – 15%
Process and track purchases, reimbursements, official functions, and event-related expenses in accordance with university and departmental policies.
Coordinate procurement activities utilizing university systems and purchasing procedures.
Assist student organizations and departmental staff with expense and reimbursement processes.
Support travel coordination and conference logistics for students, faculty, and staff participating in HOPE-sponsored programs and events.
Monitor and track program expenditures and assist leadership in maintaining budget awareness for departmental activities.
Other Duties as Assigned – 5%
