UNIV - Administrative Coordinator - COM Dean's Office : Admissions - MUSC
Charleston, SC
About the Job
Job Description Summary
Under the supervision of the Director of Admissions, the Admissions Administrative Coordinator serves as the main point of contact and coordinates the overall administrative tasks for the MUSC College of Medicine, Office of Admissions. The role supports the Office of Admissions by following working practices and procedures to ensure compliance in all areas related to admissions communications, information management and systems integration, as well as daily administrative operations. In addition to coordinating Admissions functions, the coordinator serves as administrative support for the Scholarship Committee.Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type
ClassifiedCost Center
CC004736 COM DO UME Admissions CCPay Rate Type
HourlyPay Grade
University-05
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
1.1 Administrative Support 30%
Provides administrative support to the Office of Admissions in all areas.
Assists the Director of Admissions by providing administrative support for scheduling, calendars, etc.
Serves as the initial point of contact for the Office of Admissions.
With a high level of responsiveness, manages a high volume of inquiries via telephone, emails, general inbox, and other requests.
Acts as a backup, on an as-needed basis, to the Dean’s Office receptionist.
1.2 Admissions 30%
The Admissions Administrative Coordinator is knowledgeable in all aspects of the admissions process from application, entrance requirements, policies, to matriculation and enrollment processes.
Maintains general knowledge of Admissions requirements and programming to ensure completion of files and accuracy of reporting.
Prepares and compiles applicant materials for weekly interviews, monthly admissions committee meetings and end of cycle reporting.
During interview season, attends and supports weekly Interview Day programming.
Assists with and prepares for monthly Admissions Committee meetings. Responsible for attending Admissions Committee meetings and recording meeting minutes, follow up communications, etc.
Coordinates and tracks annual training process for Admissions Committee members and interviewers. Tracks prospective interviewers and facilitates onboarding process.
Partners with the Office of Enrollment Management, monitors residency eligibility, residency changes and appeals, and ensure accuracy.
Coordinates matriculation procedures to ensure incoming students successfully meet all requirements.
Attends external and internal meetings involving program operations and strategic planning.
1.3 Scholarship Coordinator 20%
Responsible for the coordination of awarding institutional and Foundation scholarship offerings through the Blackbaud scholarship award system.
Advises incoming and current medical students through the scholarship process.
Supports the Scholarship Committee in all areas, such as preparing for upcoming award cycles, scholarship eligibility, screening and scoring applications, managing applicant and recipient communications, etc.
Enter and maintain student and scholarship award information in specialized Blackbaud software.
Partner with the Group on Student Affair to coordinate the institutional waiver process as well as monitor and verify student eligibility for continued scholarship awarding.
Maintain the College scholarship webpages to reflect accurate information and deadlines.
1.4 Information Management 10%
Provides administrative support to the Manager of Admissions in maintaining various admissions databases and software systems to efficiently coordinate the admissions cycle.
Records accurate information into multiple databases throughout the admissions cycle (Colleague, AAMC WebAdMIT, Microsoft ACCESS, etc.).
Maintains and ensures accurate and timely enrollment records.
1.5 Programs and Event Support 10%
The Admissions Administrative Coordinator assists with various events and programming for the Admissions unit.
Supports and attends Admissions events; including but not limited to Interview Days, Information Sessions, Open Houses, campus tours, etc.
Coordinates and supports the annual Second Look Weekend. Works closely with related faculty, staff and students to facilitate planning efforts.
In support the Admissions unit, collaborates with the Group on Student Affairs to coordinate annual Orientation programming and activities.
Preferred Qualifications
Bachelor degree and demonstrated experience in education or advising or related field or equivalent training, education, or experience
Experience in customer service and responding to high volume of inquiries.
Experience in planning and implementing programming for student support and retention activities.
Experience in making independent judgments, analyzing and solving problems, managing multiple tasks, working independently as a self-starter.
Proficient with current office software such as Microsoft Office, Colleague, Anthology, Blackbaud, etc.
Ability to gather data, compile information, and prepare accurate reports in a timely manner.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Excellent organizational skills.
Excellent communication skills.
Strong interpersonal skills.
Good analytical skills.
Skilled in organization and coordination of complex projects.
Ability to work independently.
Demonstrated commitment to cultural diversity and ability to work with individuals or groups with diverse backgrounds.
Proven leadership skills with evidence of progressive upward trajectory in higher education.
A demonstrated record of visionary accomplishments and a deep understanding of the mission and functions of student affairs are required.
Successful collaborations with university administration and student support offices.
Must have the ability to think strategically and rationally, make quick decisions and ensure effective follow-up.
Must be proactive and innovative and have the ability to work on numerous and competing tasks simultaneously, while prioritizing and accomplishing projects with tight deadlines.
Must respond to constituents with excellent judgment and respect confidentiality.
Demonstrated engagement in establishing a student culture where diversity is encouraged and where students learn to respect differences, take responsibility for their actions, and exercise leadership.
Additional Job Description
Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)If you like working with energetic enthusiastic individuals, you will enjoy your career with us!
The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.
Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees
