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Enrollment Support Services Coordinator- SOM

Primary Location Pasadena, California Worker Location Flexible Job Number 1259786 Date posted 03/04/2024
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Job Summary:

The Office of Enrollment Support Services (ESS) serves students and the campus community by providing quality service that facilitates enrollment, retention, and degree completion while maintaining accurate and secure records for the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM).

The Enrollment Support Services Coordinator is responsible for effectively and accurately managing the following functions within the Office of Enrollment Support Services: student financial accounts, attendance, health insurance enrollment, rideshare services, medical requirement compliance, and the Visiting Student Learning Opportunities (VSLO) system. The Enrollment Support Services Coordinator works collaboratively within the ESS team to ensure the accuracy, confidentiality, and security of student education and financial records, while effectively communicating with constituents across campus. The Enrollment Support Services Coordinator interprets, comprehends, organizes, and transmits complex and detailed data accurately to anticipate and meet business needs.

Essential Responsibilities:

  • Ensures integrity and accuracy of student financial record in accordance with federal and state laws, and KPSOM policy. Posts and reconciles all financial aid disbursements of scholarships, grants, loans, and third-party payments to student accounts in an efficient and accurate manner. Oversees and processes student billing, receivables, cashier functions, student refunds, and collection of accounts for current and former students in the KPSOM.

  • Receives and responds to student absence requests and reports of non-attendance. Enters student attendance data in the student information system (SIS). Provides weekly attendance reports to stakeholders.

  • Processes annual open enrollment in the student health insurance program, including dependent enrollment. Collects and processes payment of dependent premiums. Informs the insurance administrator of enrollee address changes or cancellations due to leave of absence, withdrawal, or dismissal. Monitors student compliance with insurance waiver requirements.

  • Administers the KPSOM rideshare program. Processes student enrollment, maintains rideshare locations, tracks usage, and manages invoices. Develops spending forecasts for budgeting.

  • Monitors student compliance with medical requirements (e.g., immunizations). Procures criminal background checks and drug screens for students entering years three and four (Phase 3) of the INSPIRE curriculum. Procures criminal background checks for graduating students.

  • Provides general training to students on Visiting Student Learning Opportunities (VSLO) interface. Generates and uploads applicable documents to VSLO in support of student applications for away rotations.

  • Assists with student scheduling processes in years 3 and 4 of the curriculum, including preparation and implementation of scheduling stages (lottery), the input of schedules into the student information system, and completion of schedule changes in the student information system (Unit4).

  • Develops, maintains, and evaluates policies and standard operating procedures associated with job responsibilities.

  • Assists with special projects as assigned, including, but not limited to, support for Office of Student Affairs events such as the Student Welcome Event, White Coat Ceremony, and Commencement.

Basic Qualifications:

  • Minimum three (3) years of experience in a higher education setting.


  • Bachelors degree.
License, Certification, Registration
  • N/A
Additional Requirements:

  • High level of organizational skills.
  • High level of communication skills (verbal and written) to effectively interact with faculty, staff, and students.
  • Understanding of confidentiality requirements in a higher education setting.
  • Ability to establish priorities and meet assigned deadlines.
  • Experience with administrative scheduling.
  • Ability to interpret, comprehend, organized, and transmit complex and detailed data accurately.
  • Ability to perform duties independently, with a minimal need for direct supervision.
  • Ability to work some weekends and evenings, as required to support OSA events
Preferred Qualifications:

  • Masters degree in Business or a related field.
  • Five (5) years of related experience working in student affairs.
  • Demonstrated experience working at a school of medicine, experience working in student affairs, financial aid, student services or clinical education.
  • Demonstrated experience scheduling clinical rotations.
  • Demonstrated experience using the Visiting Student Learning Opportunities (VSLO) system.
Primary Location: California,Pasadena,S. Los Robles Administration Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 05:00 PM Job Schedule: Full-time Job Type: Standard Worker Location: Flexible Employee Status: Regular Employee Group/Union Affiliation: NUE-PO-01|NUE|Non Union Employee Job Level: Individual Contributor Department: SCHOOL OF MEDICINE - Student Affairs - 9201 Pay Range: $68200 - $88220 / year The ranges posted above reflect the location in the job posting. The salary range may vary if you reside in a different location or state than the location posted. Travel: Yes, 5 % of the Time Flexible: Work location is on-site at a KP location, with the flexibility to work from home. Worker location must align with Kaiser Permanente's Authorized States policy. At Kaiser Permanente, equity, inclusion and diversity are inextricably linked to our mission, and we aim to make it a part of everything we do. We know that having a diverse and inclusive workforce makes Kaiser Permanente a better place to receive health care, a more supportive partner in our communities we serve, and a more fulfilling place to work. Working at Kaiser Permanente means that you agree to and abide by our commitment to equity and our expectation that we all work together to create an inclusive work environment focused on a sense of belonging and wellbeing.

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Submit Interest