Admissions Coordinator
: Job Details :

Posting Details

Position Information

Job TitleAdmissions CoordinatorUnion LevelVDepartmentStudent Services (SF)CampusSan FranciscoPosting Number201303820PFull or Part TimeFull TimeNumber of Months12Open Date09/26/2024Open Until FilledYesSpecial Instructions to ApplicantsFor Applicants Seeking Job Opportunities within the University: Internal applicants will be considered within the first five (5) business days of the posting period. External applicants will be considered on the sixth (6) business day of the posting period.

Position Summary Information

Under the supervision of the Assistant Dean of Admissions, Student Affairs and Diversity, responsible for activities, events, administrative and technical duties related to admissions for the Doctoral of Dental Surgery program. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways sociocultural forces related to race, gender, ability, sexuality, socioeconomic status, etc. impede or propel students, faculty, and staff.

Essential Functions

• Advise, communicate with, and provide information to prospective and current applicants regarding admissions requirements, the status of application materials, general school information, and questions relating to strengthening applicant preparation.
• Coordinate admissions-related meetings and events with student ambassadors and admissions committee.
• Coordinate and schedule applicant interviews with faculty, dental students, staff, and student ambassadors in accordance with established admissions guidelines.
• Oversee and coordinate virtual or on-campus interview day program for admissions candidates: interview arrangements for faculty and student interviewers, admissions committee members, room and catering reservations, school tours, student lunch panels, preparation/assembly of information packets and name badges; present general interview, school, and program information to prospective students.
• Coordinate, assist and collaborate with internal departments admissions-related events, activities, and programs, including but not limited to: Pacific Summer Institute, Pre-Clinical Simulation Course, Annual Admissions Meeting, Dental Camp, Dugoni Discovery Day.
• Ensure appropriate event and activity contracts are obtained and reviewed by risk management and administration for events; request certificate of insurance as needed.
• Maintain pre-doctoral application processing and file reviews, evaluations, and approvals on the centralized application service (WebAdMIT).
• Maintain and update admissions databases/spreadsheets in collaboration with information technology, registrar, financial aid, student accounts, student affairs, and academic affairs, etc.
• Manage electronic and print mailings and letters for admissions-related communications and decisions.
• Maintain training guides and train admissions staff, students, faculty, administrators, and admissions committee members on processes and systems.
• Update and maintain admissions/student-services information on related social media accounts, websites, and school catalogs.
• Draft stories for electronic newsletters; coordinate distribution in collaboration with the Office of Marketing and Communications.
• Create and distribute surveys; assist with collecting, organizing, and analyzing survey data/outcomes.
• Represent Pacific in student recruitment efforts and admissions-related speaking engagements as needed: create and maintain admissions-/dental school-related PowerPoint presentations, conduct school tours, present admissions and general dental school info, recruitment events and pre-dental/health college fairs, prepare written reports for each recruitment trip/activity for submission to the Assistant Dean and Executive Admissions Committee.
• Provide coverage for student services staff as necessary.
• Perform all other duties as assigned by the Assistant Dean of Admissions, Student Affairs, and Diversity.

Minimum Qualifications

Knowledge of:

• Intermediate Microsoft Excel, Word, PowerPoint, and Outlook calendar and email.
• Knowledge of admissions, recruitment, enrollment and advising procedures and protocol helpful.
• Business letter writing.
• Presentation skills.

Experience:

• Minimum two year experience in graduate program student services or combination of related higher education work experience.

Education:

• High school diploma or equivalent.

Working Conditions:

• Position is full-time, 7.5 hours per day, 5 days per week.
• Requires occasional weekend or evening assignments, on and off-site.
• May involve some in- and out-of-state travel.

Preferred Qualifications

Knowledge of:

• Canvas, Banner, Qualtrics and WebAdMIT desirable.

Ability to:

• Demonstrate excellent attention to detail, problem-solving, judgment, customer service, and follow-through skills.
• Familiarity with and utilization of mail merge for electronic and print mailings.
• Operate various office/business machines, including computers, copiers, and scanners.
• Build professional relationships with students to help them meet and exceed their educational goals to follow them through the enrollment process.
• Type 65 wpm.
• Accurately communicate admissions requirements, processes, and protocol through excellent written and oral communication.
• Project a professional image, demonstrate strong interpersonal skills and communicate in a collegial and professional manner with administrators, faculty, staff, students, and the public.
• Respond to last-minute changes appropriately and professionally.
• Maintain confidentiality of information.
• Take initiative in time management, organize assignments, and set priorities to meet multiple deadlines.
• Work effectively and accurately with multiple interruptions.
• Work productively under pressure with minimal supervision; contribute and collaborate positively within a team environment.

Experience:

• Experience in an educational institution within an admissions/student services/academic affairs environment helpful.

Education:

• Bachelor's degree preferred.

Other:

• Experience and sensitivity in working with people of diverse backgrounds and cultures.
• Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse, and phone; occasional use of copier/scanner.
• Requires sitting majority of the working day; occasional standing, walking, bending, and reaching.
• Occasional lifting of up to 25 lbs should be anticipated.

Hiring Range

33.66 per hour

Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.

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