Admissions Program Coordinator at InsideHigherEd

Position Title:Admissions Program CoordinatorUnit/Division:Academic AffairsLocation:WVSOM Main Campus, Lewisburg, WVScheduled Hours Per Week:37.5 hoursFLSA Status:Non-ExemptJob Description Summary:The Admissions Program Coordinator plans and coordinates specific complex procedures, activities and administrative functions in the Admissions process for medical school acceptance from the beginning of the active application cycle through its completion. This position has strong knowledge of Admissions guidelines and database procedures to ensure the successful completion of all Admissions processes, to achieve yearly objectives set for the Admissions department, and supports the institution’s goals and objectives. The Coordinator manages confidential application data, generates automatic database communication plans to potential students and facilitates interview scheduling and processes. This position reports to the Executive Director of Enrollment Management. This is a full-time, non-classified position; it is non-exempt from FLSA regulations concerning overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. The weekly schedule for this position will be established between the supervisor and the employee and approved given the needs of the department and the institution. This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM. West Virginia School of Osteopathic Medicine is an equal opportunity employer.Minimum Education:AssociatesSkills Required:Education and ExperienceSuccessful candidate will have an earned Associate’s Degree.Customer Service or Public Relations Experience; Over 2 up to 3 yearsAdministrative Support or Office Management Experience; Over 2 up to 3 yearsCash Handling Experience; Over 2 up to 3 yearsComputer software experience, specifically Microsoft Office and database (Banner preferred); Over 2 up to 3 yearsHigher Education Experience Preferred; Over 2 up to 3 years Skills RequiredA combination of recent and relevant education and experience may also be considered for this position.It is the responsibility of this position to guide and counsel prospective students through written, verbal and face-to-face communication. This is a highly visible position and requires outstanding public relations skills, high emotional intelligence, and impeccable communication and interpersonal skills.Broad knowledge of the WVSOM campus, its history and the various department functions with a basic understanding of the student’s curriculum. Ability to provide a comprehensive campus tour. Having familiarity with the Lewisburg community and surrounding area is a strong asset to this position.Familiar with general admissions processes and knowledge of basic requirements for medical school admission: Knowledge of general pre-requisites, MCAT reporting and preparatory programs and other academic experience.Must have excellent public relations and be able to communicate effectively with applicants, the public, students, physicians, faculty members and staff. Experience with public speaking is strongly desired.Ability to handle confidential material in an appropriate manner.Demonstrated proficiency in Microsoft Office applications.Excellent writing and proofreading skills.Strong data management and generation of Admissions reports as needed.Excellent time management with the ability to coordinate and prioritize many different tasks, set deadlines and complete projects in a timely mannerAbility to work independently and taking self-initiative for required processes Experience with and ability to work through sensitive and potentially problematic situations concerning applicants and current students.Ability to process deposits of various fees utilizing cashier functions WVSOM’s database.Ability to perform standard financial calculations, preparing reports and statistical information.Duties and Responsibilities:Prospective Applicant/Student InteractionPrepare applicant files prior to their interview day.Schedule interviews that occur on campus and virtually using databases.Guide potential students on their scheduled interview day both virtually and on-campus, deliver a presentation with an introduction to WVSOM and the community, along with an overview of application cycle as well as additional Admissions requirements.Conduct a comprehensive campus tour for applicants, family members and other visitors.Provide appropriate guidance for the application process to applicants from the initial stages to the conclusion of the cycle both via email as well as by telephone.Finalize incoming first year applications.Review and verify official transcripts received for incoming students.Guide and support all candidates (accepted, deferred, or alternate) and incoming students in the finalization of their application requirements prior to matriculation.Collaborate with multiple constituency groups concerning interview appointments and schedules, appropriate staffing, and availability of resources during the interview.Record and communicate final decisions made by the Admissions Committee for acceptances, denied admission, alternate positions and deferred statuses. Attend and schedule Admissions Committee meetings.Update the Standard Operating Procedures for all Admission processes.Prepare AACOMAS final report at the end of each cycle including final outcome of each application received.Monitor the Castlebranch system with the Criminal Background Checks for incoming students.Monitor all supplemental fees and waivers for applicants and matriculating students.Other duties as assigned. Database Maintenance Responsible for updating and maintaining Banner and Liasion configurations and parameters to ensure accurate academic term population and report generation. This includes generating Admissions reports and managing Banner and Liasion databases.Manage the electronic transfer of confidential application data posted weekly on the AACOMAS/Interfolio application service portal.Generate initial application correspondence to new applicants on a weekly basis, utilizing Banner data selection and extraction processes.Responsible for accurate reporting and updates of AACOMAS/ Interfolio online portal with application status changes.Monitor and update application decisions as well as status changes in the Banner database, utilizing the established applicable status codes.Processes application data in BDMS (Banner Document Management System) which serves as the official student record for use in the Registrar’s office and other recording purposes.Performs other related duties as assigned or directed.Special Instructions:WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller – HR Coordinator at [email protected] Link to Posting:https://careers.wvsom.edu/postings/3417