Personal, Academic, and Career Excellence (PACE) Coordinator at California University of Science and Medicine

California University of Science and Medicine (CUSM) is seeking a detail-oriented and student-focused Personal, Academic, and Career Excellence (PACE) Coordinator to support programs that enhance medical students’ well-being, academic achievement, and professional development. Reporting to the Director of Student Success, the PACE Coordinator helps plan and organize workshops, events, and services that foster student growth and success. This role supports communication and outreach, coordinates logistics for the PACE and Wellness teams, and maintains organized records and data. The ideal candidate brings strong organizational, communication, and customer service skills, with experience supporting student programs in higher education. Join CUSM and make a meaningful impact by supporting the future physicians who will transform healthcare.

This position is available immediately and will remain open until it is filled. Priority consideration will be given to applicants who submit a resume and cover letter by November 18, 2025, through the application link. The wage range is dependent on education, job-related knowledge, skills, and experience; the budgeted wage range is $26.44 to $28.84 per hour. Applicants must be able to work on campus three days a week. 

Position Purpose 

Under the direct supervision of the Director of Student Success, the Personal, Academic, and Career Excellence Coordinator (PACE Coordinator) provides team support in the delivery of programs and services, including well-being, career development, academic success, and accessibility. The coordinator will facilitate logistics for the PACE team to deliver workshops and services to medical students. Additionally, the PACE Coordinator will prepare communications for students related to programs and services and monitor student satisfaction with PACE support services. The PACE Coordinator also supports the Office of Wellness and Counseling.

Essential Functions

60%      Program and Departmental Support 

• Serve as the primary point of contact and informational resource for departmental inquiries.
• Support student access to platforms and programs, including but not limited to residency and match application systems; Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), and similar systems.
• Gather, enter, and update data to maintain departmental records, including but not limited to student tracking records, and ensure compliance with company policies and regulatory requirements. Establish and maintain organized and efficient files and records.
• Manage and update databases, records, and files to ensure the accuracy of information, including but not limited to website content, email communications, and SharePoint. 
• Engage with CUSM faculty and partners to coordinate and organize student workshops and activities.
• Assess student satisfaction through program surveys and evaluations and collect in-person feedback to continuously improve program quality. 
• Assist in planning, organizing, and presenting various events, workshops, and activities for PACE and the Office of Wellbeing. Manage logistics, invitations, materials, and follow-up activities. Participate in outreach events.

30%        Administration

• Prepare, format, edit, and publish technical and administrative correspondence and materials.
• Process purchasing requests for PACE and Office of Wellbeing, maintain inventory, and prepare regular and ad hoc budget/purchasing reports.
• Prepare necessary files, agendas, take minutes, follow up on action items, and handle routine correspondence for meetings.
• Provide administrative support for the Director of Student Success (PACE) and the Director of Wellness and Counseling.
• Prepare rooms for PACE and Wellness department activities.
• Represent PACE and the Office of Wellness units as needed in various university committees and forums.
• Receive and distribute mail.

5%          Advisement

• May provide academic and Career support to CUSM students.
• May provide guidance on resources for CUSM student well-being.

5%       Other Duties as Assigned

Required Educational Qualifications  

Bachelor’s Degree in Health Services Administration, Education, Student Affairs, or other related field, and a minimum of two (2) years of experience in student support services, or an equivalent combination of education and experience may be considered.

Skills and Abilities 

• Proficiency in technology and software skills, including Microsoft Office Suite, MS Outlook/Teams, SharePoint, Adobe Sign, Electronic Residency Application Service (ERAS), and National Resident Matching Program (NRMP).
• Demonstrated ability to work independently and as a part of a collaborative team, to organize and establish job priorities to meet deadlines and changing priorities. 
• Demonstrated ability to interact constructively with staff, faculty, students, and community members, with diverse personalities and cultures, exercising sensitivity, tact, and diplomacy with an emphasis on flexibility, customer service, and professionalism. 
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Excellent organizational skills and attention to detail to prioritize work assignments, employ political acumen, and integrate information to determine an appropriate course of action.
• Excellent communication skills, including written and verbal acuity.
• Excellent customer service skills.
• Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and discretion. 
• Ability to guide processes to closure.
• Ability to analyze information to define and follow up on problems or objectives.
• Ability to work on multiple tasks simultaneously and within tight timelines.
• Ability to take initiative and ownership of projects.
• Ability to adapt to a dynamic environment.
• Ability to exercise sound judgment routinely and independently in decision-making.
• Familiarity with the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99).  This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Preferred Qualifications 

• Bachelor’s degree.
• Experience in higher education, medical education, or university environment.

Other Requirements 

Items Used 

Standard office equipment, including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements 

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements 

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Frequently
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements 

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 

Proof of full vaccination and one booster of SARS-CoV-2 (COVID-19) is a condition of employment or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection).

FLSA Status: Non-Exempt

Job Description Preparation Date: October 2025

Diversity and Equal Employment Opportunity Policy Statement

California University of Science and Medicine (CUSM) supports the principles of equal opportunity, inclusion and diversity in employment and education. The University seeks to ensure that no person will encounter discrimination in employment or education on the basis of age, skin color, ability status, biological sex, gender identity, gender expression, national origin, immigration status, race, ethnicity, religion, sexual identity, or Veteran's status. This policy is applicable to both the employment practices and administration of programs and activities within the University. It is the policy of the University that no person shall be excluded from participation in, be denied the benefits of, or in any way be subject to discrimination in any program or activity at the University. Further, CUSM is committed to being an antiracist institution that continuously works to end oppression in all forms. Therefore, CUSM actively maintains institutional structures and learning opportunities to prevent bias or discrimination incidents and address them with individual and collective accountability should they occur.