Student Affairs Coordinator

Reporting to the Director of Student Affairs / Diversity and Inclusion at the Valencia campus, the Students Affairs Administration Coordinator coordinates housing, medical and immigration operations, as well as all other administrative tasks for the office (ie: further development and alignment of SADI’s operational calendar, monitoring generic email address, front line student advising)

This position also supports on and off campus programming (ie: Orientation and Graduation), and can provide logistical support for both student-led and office-led programs and events. This position also plays a primary role within the Student Affairs emergency on call response team and the Equity policy and process and may act as a conduct officer for the Valencia campus.

This position will also be tasked with coordinating operations with external partners such as Valencia CARES team, Collegiate Marina Real, and other housing agencies as well as internal partners such as Operations / Public Safety, Admissions, International Student Services, and Health and Wellness.

Main areas of responsibility:

Housing and Student Life

• Acts as liaison between Admissions, International Student Services, Collegiate and others for all operational matters regarding the transition of Valencia students to our campus (ie: health insurance letters, student agreements, smartsheet..)

• Work in close and regular partnership with residence hall management team or other external partners to:

  • Ensure that the needs of Berklee students in the residence hall or elsewhere are well taken care of

  • Ensure that Berklee students know and abide by the residence’s intern al rules, as well as those pertaining to housing life at Berklee in general.

• Coordinates housing allocation for all undergraduate students (ie: roommate assignation, Colleague updates, roommate conflicts, housing communications, roommate agreements and more, if need be) and leads referral efforts (ie: database, others) and contact with providers as needed..

• Provides advice, support and orientation to students in terms of life in Valencia as a Berklee student and / or available in Valencia for international citizens.

Medical service assistance

• Coordinate the work of all members of the Health Care partners team (ie;health insurance partner, medical assistance team...) to maximise their services and resources, identify off campus referrals, and develop community-specific programs and initiatives that promote health and wellbeing. Some examples might include:

  • Admissions letters from Health insurance partner

  • Student registration within Health insurance partner

  • Design of printed materials

  • Off campus medical referrals, specialists and partners

• React and respond swiftly to emergencies, and manage multiple competing demands and priorities, understanding time sensitivity. Advise and consult with the Director of Student Affairs as needed.

• Serve on-call and as a member of the Student Emergency Response Team; provide appropriate follow up to student incidents; work in partnership with other on-call team members, including Campus Safety, Academic Affairs, Berklee’s Medical Assistance Team and the Counseling staff to develop a support plan for students.
  

COVID-19 coordination:

• Monitoring COVID-19 testing and follow up protocols for students, faculty and staff body.

• Custodian of:

  • Contact Tracing Protocol Valencia

  • Daily Self Checklist

  • Close Contact Form

  • COVID-19 related template answers + FAQ + Public Safety Alerts webpage

  • COVID-19 Tracking

  • COVID-19 Dashboard

• Coordination of the Valencia Covid-19 Core Response Team meetings.

  • Creating agenda

  • Regular reporting and update on new regulations and measures

• Follow up and referral as needed:

  • Positive cases

  • Close contacts

• Administration of COVID-19 related sanctions. Serve as a student Conduct Hearing Officer; participate in regular meetings to discuss cases; adjudicate and sanction students in violation of college policies; and maintain timely and accurate judicial records

• Monitoring return to campus through:
  

Coordination with external providers:

• Servicio de Prevención (Staff + Faculty)

• MAPFRE (returning students)

• Upromedes (incoming students)

• Conselleria de Sanidad (as needed)

• Alianza Covid-19 (as needed)

• Referral to Counseling services as needed

Coordination with internal offices:

• Academic Affairs: informing faculty of justified absences, make-up accommodations, etc

• HR: informing HR of justified absences for staff and faculty for substitutions etc

• Public Safety: altas and bajas of Berklee ID to access campus

• Student Affairs: reporting line

Office Administration:

• Serves as front line for the office of Student Affairs, Diversity and Inclusion with other members of the SADI team, answers questions, provides information and directs individuals as needed, either by phone, email ( [email protected] ) or in person.

Other duties as assigned:

• Manages immigration services and other matters (ie: student housing, lockers, etc) for all students upon their arrival in Valencia in alignment with most updated legal framework and in collaboration with immigration officials

• Provides logistical and operational support during all Orientation and Graduation activities

• Liaise with Boston offices: Housing operations, International Student Services, Institutional Assessment, Health and Wellness, and Community Standards and Conflict Resolution.
  

Position Requirements:

• Bachelor's required. Master's Degree preferred in Higher Education Administration, Business Administration, Statistics, Psychology, or any related field required.

• Excellent administrative, as well as written and oral communication skills (both in English and in Spanish) required.

• Proficient use of Mac and Microsoft Word, Excel, Powerpoint, Canva, etc as well as of technology based software such as Google Docs, Qualtrics, Google Calendar, Workday, Maxient, Mailchimp, and others that contribute to the efficiency of the office.

• Strong organizational and record keeping skills required, with a strong attention to detail, business acumen and negotiation skills

• Creativity, self-motivation, initiative, and ability to work in groups as well as independently required.

• Ability to manage multiple projects and processes at the same time as well as to provide excellent customer service.

• Positive attitude, sensitivity, discretion, active listening, patience, self-motivation, and sound judgement will be strongly considered.

• Understanding of music education or Berklee’s curriculum will be taken into consideration.

• Minimum of two years experience, preferably in a Students Affairs or Healthcare or medical administration environment

• Ability to articulate and deliver complex content in an engaging way, and to address difficult situations (student crisis management, medical emergencies, conduct cases)

• Must show ability to manage multiple competing priorities with very tight deadlines.

• Must operate with a high level of integrity, ethics and impartiality as well as handle confidential, sensitive information appropriately.

• Flexible working hours required.

• Cover letter that addresses the applicant’s capabilities and experiences.
• A resume or CV.

Currently enrolled Berklee students may not apply for staff or faculty positions.

The above information on this position description has been designed to indicate the general nature and level of work performed by individuals within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Incomplete applications will not be considered. The position will remain open for applications until filled.

Berklee is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.