Student Admissions Specialist III (Trainee Success Specialist)

About the role

The Student Admissions Specialist III for Trainee Success in the Office of Graduate & Postdoctoral Studies at the School of Medicine will lead the strategic development for recruitment for graduate students and postdoctoral scholars (fellows & trainees). This position will be responsible for creating marketing and PR materials, managing all communication channels and digital content that will strengthen the visibility and reach of the Office for Graduate and Postdoctoral Studies. The focus on active trainee recruitment and engagement requires overnight travel. This position will also assist with prospective graduate student admissions, track student performance, and provide general administration support for the Integrated Program in Biomedical Sciences (IPIBS) program. This position requires a high level of professionalism, independent decision making, and effective communication. The Trainee Success Specialist will work closely with the Executive Director of Graduate & Postdoctoral Studies, all SOM graduate programs directors, faculty and staff within the Graduate School, Postdoctoral Services in the EVPRI office, and staff within Finance and within Marketing and Communications to ensure seamless operations.

Responsibilities

• Represent OGPDS and UofL at regional and national recruitment events.
• Lead and coordinate recruitment efforts by researching and attending events.
• Establish connections with regional/national colleges/universities to develop pipeline programs for trainee recruitment.
• Maintain accurate records of events, trainee engagement, and follow-up.
• Create marketing materials for programming, manage social media accounts and website, and conduct PR campaigns.
• Create and maintain a newsletter.
• Coordinate staff and student participation in virtual recruitment events.
• Coordinate with faculty and staff in IPIBS departments to efficiently manage student recruitment and oversee trainee recruitment visits.
• Manage workshops, events, and programming that promote trainee recruitment and retention.
• Support the development and maintenance of systems that track student participation in program offerings and enrichment programs.
• Coordinate all special programs for trainees; orientation, appreciation week, CRAFT seminar series, etc.
• Organize all event logistics: promotional materials, event registration, room scheduling, parking, workshop description, photos, event title, speaker release.
• Negotiate with hotels, caterers, vendors, and event co-sponsors on behalf of the program.
• Communicate with event participants, including tracking attendance, creating and scheduling reminders, and sending post-event evaluations.
• Collaborate with staff within Finance and HR to track the onboarding process for IPIBS students.
• Manage all purchase, payment, and invoice processes for the office.
• Other duties as assigned by the Associate Dean or Executive Director of Graduate & Postdoctoral Studies.

Requirements

Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Salaried).

Qualifications

• Bachelor’s degree in Communication, Marketing, Public Administration, or related field.
• 1 year experience in recruitment or communication and marketing.
• Flexibility to travel to recruitment events, requiring driving, flying, and multiple‑overnight stays.
• Efficient use of Microsoft Office programs (Word, Excel, PowerPoint, Outlook), PeopleSoft/Workday, and OnBase.
• Familiarity with training requirements for biomedical sciences graduate programs and postdoctoral fellows.

Skills

• Strong interpersonal skills to build effective, strong working relationships with students, postdocs, and colleagues through trust, communication, and credibility.
• Strong oral and written skills.
• Highly organized.
• Ability to prioritize, coordinate and direct multiple programs, operations, and services.

Pay

Target Compensation Minimum: $48,225.00; Target Compensation Maximum: $72,389.00. Compensation will be commensurate with candidate experience.