Admissions Operations Specialist

Responsibilities

• Serves as administrative support to the FSM Interview Committee and interviewees.
• Calendars
• Generates and revises a master department calendar.
• Generates and revises a master interview season calendar, consisting of ~40 interview days from late August to mid-February.
• Provides calendar support for Associate Dean for Admissions, as needed.
• Organize and coordinate materials and arrangements relating to Interview Days:
• Schedule faculty and M4 students for Interview Days.
• Track interview invitations – run reports, identify applicants who have scheduled interviews, etc.
• Develop communications and applicant portal content.
• Schedule interviews offline when needed.
• Run Interview Day Zoom sessions.
• Inform Associate Dean and Associate Director of cancellations and no-show applicants and interviewers.
• Cultivate and manage relationships with local vendors, including hotels, to facilitate discounted rates for applicant visits.
• Create and maintain standard spreadsheets and databases.
• Prepare queries, reports, statistics, tables, charts, etc., based on information compiled from various sources.
• Determines format, elements, trends, etc.
• Provide interview agendas to faculty and M4 interviewers.
• Tabulate the activity data regarding faculty and M4 interviewers.
• Review and monitor applicant Criminal Background Check (CBC) and drug screening documentation, escalating to the Associate Dean as needed.
• Aid in sending thank you notes at the end of the Admissions Cycle.
• Documents & Databases
• Document and maintain standard spreadsheets and databases.
• Provide interview agendas to faculty and M4 interviewers.
• Tabulate the activity data regarding faculty and M4 interviewers.
• Review and monitor applicant Criminal Background Check (CBC) and drug screening documentation, escalating to the Associate Dean as needed.
• Aid in sending thank you notes at the end of the Admissions Cycle.
• Student Services
• Provide a variety of administrative supports for student services, such as recruitment, applications, program evaluation.
• Review administrative processes and procedures regarding student services and recommends changes.
• Proctor exams as requested.
• Office Management
• Help cover receptionist duties, answering phone calls, monitoring shared inboxes, for breaks and lunch.
• Serve as back-up to monitor office supplies and place orders for additional materials as needed.
• Serve as back-up to monitor refreshment supplies and place orders for additional supplies as needed (coffee, tea, cups, sweeteners, creamers, sodas, waters, etc.).
• Maintain organization of office materials relating to applicants mailings (supplies, swag, etc.).
• Contacts
• Independently respond to and compose correspondence.
• Screens and prioritizes incoming calls.
• Provides basic interpretation of policies and procedures.
• Research information to resolve problems or issues.
• Minimum Qualifications
• A high school diploma or its equivalent, along with 4 years of administrative support experience.
• Evidence of professional written and oral communication skills.
• Ability to multitask and prioritize.
• Strong interpersonal skills.
• Flexibility and strong decision-making skills.
• Demonstrate self-confidence and professionalism.
• Experience with basic accounting and budget.
• Experience using personal computers and software programs.
• Minimum Competencies
• (Skills, knowledge, and abilities.) Intermediate knowledge of word processing, spreadsheets, email, database software, survey tools, and video conferencing platforms.
• Data accuracy and integrity.
• Process improvement.
• Preferred Qualifications
• Experience in an academic setting.
• Admissions systems proficiency.
• Data accuracy and integrity.
• Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Ability to use a high degree of tact, maturity, and professionalism in maintaining a working relationship with students, staff, faculty, and visitors.
• Preferred Competencies
• (Skills, knowledge, and abilities) Ability to provide flexible, responsive, and high quality customer service on an ongoing basis; must enjoy working with prospective students, current students, and faculty.
• Ability to succeed in a team-oriented environment.
• Ability to demonstrate initiative and prioritize assignments, meet deadlines and problem solve.
• Must have the ability to multi-task to complete assignments.
• Must have good communication skills (written and verbal); ability to compose, proofread, and edit communications and documents.
• Employ judgment to evaluate issues and escalate problems as needed.
• Ability to maintain the strictest standards regarding confidentiality of information with dissemination only to authorized recipients.
• Professional business attire and demeanor is required.
• Professional communication with applicants, students, visitors, staff, senior members of the administration, and faculty of Feinberg School of Medicine is expected at all times.
• Job Summary

This position coordinates administrative processes, and prioritizes, directs and responds to business matters involving administrative functions associated with education, research, and/or operations. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc., and alerts supervisor of critical issues and upcoming events.

• Reporting to the Associate Director, this position provides administrative support to the activities and outcomes of the Applicant Interview Days, student volunteers, and special events.
• Serving as the primary point of contact for the Admissions Office, this position coordinates all activities as part of the MD applicant selection process for 700+ applicants invited to interview during the Interview Season.
• Specific Responsibilities
• Coordination
• Serves as administrative support to the FSM Interview Committee and interviewees.
• Calendars
• Generates and revises a master department calendar.
• Generates and revises a master interview season calendar, consisting of ~40 interview days from late August to mid-February.
• Provides calendar support for Associate Dean for Admissions, as needed.
• Organize and coordinate materials and arrangements relating to Interview Days:
• Schedule faculty and M4 students for Interview Days.
• Track interview invitations – run reports, identify applicants who have scheduled interviews, etc.
• Develop communications and applicant portal content.
• Schedule interviews offline when needed.
• Run Interview Day Zoom sessions.
• Inform Associate Dean and Associate Director of cancellations and no-show applicants and interviewers.
• Cultivate and manage relationships with local vendors, including hotels, to facilitate discounted rates for applicant visits.
• Create and maintain standard spreadsheets and databases.
• Prepare queries, reports, statistics, tables, charts, etc., based on information compiled from various sources.
• Determines format, elements, trends, etc.
• Provide interview agendas to faculty and M4 interviewers.
• Tabulate the activity data regarding faculty and M4 interviewers.
• Review and monitor applicant Criminal Background Check (CBC) and drug screening documentation, escalating to the Associate Dean as needed.
• Aid in sending thank you notes at the end of the Admissions Cycle.
• Documents & Databases
• Document and maintain standard spreadsheets and databases.
• Provide interview agendas to faculty and M4 interviewers.
• Tabulate the activity data regarding faculty and M4 interviewers.
• Review and monitor applicant Criminal Background Check (CBC) and drug screening documentation, escalating to the Associate Dean as needed.
• Aid in sending thank you notes at the end of the Admissions Cycle.
• Student Services
• Provide a variety of administrative supports for student services, such as recruitment, applications, program evaluation.
• Review administrative processes and procedures regarding student services and recommends changes.
• Proctor exams as requested.
• Office Management
• Help cover receptionist duties, answering phone calls, monitoring shared inboxes, for breaks and lunch.
• Serve as back-up to monitor office supplies and place orders for additional materials as needed.
• Serve as back-up to monitor refreshment supplies and place orders for additional supplies as needed (coffee, tea, cups, sweeteners, creamers, sodas, waters, etc.).
• Maintain organization of office materials relating to applicants mailings (supplies, swag, etc.).
• Contacts
• Independently respond to and compose correspondence.
• Screens and prioritizes incoming calls.
• Provides basic interpretation of policies and procedures.
• Research information to resolve problems or issues.
• Minimum Qualifications
• A high school diploma or its equivalent, along with 4 years of administrative support experience.
• Evidence of professional written and oral communication skills.
• Ability to multitask and prioritize.
• Strong interpersonal skills.
• Flexibility and strong decision-making skills.
• Demonstrate self-confidence and professionalism.
• Experience with basic accounting and budget.
• Experience using personal computers and software programs.
• Minimum Competencies
• (Skills, knowledge, and abilities.) Intermediate knowledge of word processing, spreadsheets, email, database software, survey tools, and video conferencing platforms.
• Data accuracy and integrity.
• Process improvement.
• Preferred Qualifications
• Experience in an academic setting.
• Admissions systems proficiency.
• Data accuracy and integrity.
• Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Ability to use a high degree of tact, maturity, and professionalism in maintaining a working relationship with students, staff, faculty, and visitors.
• Preferred Competencies
• (Skills, knowledge, and abilities) Ability to provide flexible, responsive, and high quality customer service on an ongoing basis; must enjoy working with prospective students, current students, and faculty.
• Ability to succeed in a team-oriented environment.
• Ability to demonstrate initiative and prioritize assignments, meet deadlines and problem solve.
• Must have the ability to multi-task to complete assignments.
• Must have good communication skills (written and verbal); ability to compose, proofread, and edit communications and documents.
• Employ judgment to evaluate issues and escalate problems as needed.
• Ability to maintain the strictest standards regarding confidentiality of information with dissemination only to authorized recipients.
• Professional business attire and demeanor is required.
• Professional communication with applicants, students, visitors, staff, senior members of the administration, and faculty of Feinberg School of Medicine is expected at all times.
• Job Summary

This position coordinates administrative processes, and prioritizes, directs and responds to business matters involving administrative functions associated with education, research, and/or operations. This position creates and maintains associated documents, spreadsheets, databases