Project Specialist & CARE Coordinator

PURPOSE:

Reporting to the Chief Student Affairs Officer and Dean of Students. The Project Specialist and CARE Coordinator for Student Affairs is responsible for performing various administrative functions, including the performance of special assignments for the Chief Student Affairs Officer and supporting the CARE Team with case management and student support initiatives.

• Coordinate Student Affairs activities delegated, including following up on information requests, compiling data and other materials, and ensuring compliance with internal and external deadlines.
• Prepare PCRs/PTRs, travel requests, and travel reimbursement forms. Make air transportation arrangements for Student Affairs staff. Monitor divisional expenditures throughout the fiscal year and recommend budget adjustments as appropriate.
• Maintenance of Records Management for the Office of the Chief Student Affairs Officer, assuring all information is current and disposed of properly. Composes correspondence, memorandum, reports, and other office documents from rough drafts and oral instructions for the signatures of the Chief Student Affairs Officer. This includes preparing the Student Affairs BOC and Annual Reports and other documents in compliance with agreed-upon timelines. Assigned work is often confidential.
• Maintains Chief Student Affairs Officer calendar of appointments and coordinates arrangements for university meetings and conferences, plans meetings and conferences with outside agencies, room reservations, and room setups, and menu preparation for breakfast and luncheon meetings. Informs participants of agenda items, provides background information as needed, sends reminders and follow-up information to participants, and provides general clerical support for these functions.
• Acts as office manager for the Office of the Chief Student Affairs Officer. Receives incoming mail, phone calls, and visitors for the Chief Student Affairs Officer screens and forwards those items, not requiring the Chief Student Affairs Officer attention.
• Prepare operational forms as necessary to ensure the effective functioning of the office.
• Act as the primary point of contact for students referred to the CARE Team, providing case management services and assessing students' needs.
• Facilitate connections between students and essential on-campus and off-campus resources, such as mental health services, financial aid, and housing assistance.
• Monitor student progress and follow up on referrals to ensure timely interventions and support.
• Collaborate with Residential Life and Housing departments to address housing insecurity, providing interventions to maintain stability for at-risk students.
• Advocate for students' needs within the university, ensuring their concerns are understood by faculty, staff, and stakeholders.
• Participate in weekly CARE Team meetings to discuss student well-being and safety concerns.
• Document all case interactions in compliance with institutional guidelines and FERPA regulations, contributing to the ongoing improvement of student care practices.
• Maintain regular communication with Residential Life staff and Student Health & Well-being staff regarding student housing concerns and support the transition of students returning from medical withdrawals or crises.

This role is pivotal in ensuring the smooth operation of the Chief Student Affairs Office while also addressing the immediate and ongoing needs of students through effective case management and collaboration with campus resources.

QUALIFICATIONS:

Bachelor's degree in social work, Psychology, Sociology, or related field from an accredited institution required.

(Master's Degree preferred)
Knowledge and experience in Microsoft Office programs.
Experience as an administrative assistant, case management, or in a clerical support position demonstrating confidentiality, organization skills and management of multiple priorities.

Knowledge, Skills, Abilities and Personal Characteristics:

• Thorough knowledge of Adobe Suite and Proficient in using Microsoft Office suite (Word, Excel, PowerPoint).
• Must prioritize tasks in a fast-paced environment, develop communication strategies and work with internal and external stakeholders.
• Must understand the many facets of marketing at a dynamic university.
• Excellent interpersonal and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong analytical and problem-solving skills.
• Ability to work within a culturally diverse environment.
• Strong attention to detail; ability to perform duties with high accuracy.
• The high degree of organization, ability to engage in various tasks simultaneously, and consistently meet deadlines.
• Ability to work with and maintain confidential University information.
• Be team oriented.

PHYSICAL DEMANDS:

• The nature of work requires an ability to operate standard business office equipment.
• Light sedentary office work.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 lbs.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Lincoln University. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.