Admissions Operations Specialist

Department: MED-Student Admissions
Salary/Grade: NEX/11

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.

The Admissions Operations Specialist supports the Office of MD Student Admissions, an educational unit within the Department of Medical Education at Northwestern University Feinberg School of Medicine. 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.3

Please note: Hours: Monday through Friday, 37.5 hours per week. Standard operating hours of the office are 8:30am-5:00pm, but this position must have flexibility to start earlier on interview days (about 20) that begin at 8:45am. This position must be available to attend special events (First Look, Graduation, etc.). Additional hours required approval the Associate Director.

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.
• Play a lead role in coordinating and implementing office-sponsored events - First Look, End of Year Celebration, campus visits and tours, etc.
• Play a supportive role in virtual events - Town Halls, Information Sessions, Open Webinars etc.
• Provide applicant data throughout the Admissions Cycle to the Office of Health Equity (OHE), the Medical Scientist Training Program (MSTP), the Augusta Webster Office of Medical Education (AWOME), the Simulation Lab, and the Department of Medical Education.
• Cultivate and manage relationships with local vendors, including hotels, to facilitate discounted rates for applicant visits.

Documents & Databases

• 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.
  • Assist 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.

Accounting

• Create and maintain financial records.
  • Enter, monitor, and maintain the movement of office expenditures relating to supplies needed for Interview Days, general office supplies, and other special events as directed.
  • Keep and maintain file and records of invoices received.
• Prepare forms.
  • Maintain and organize a record of invoices and payment history of transactions.
• Process and reconcile expenses, accounting transfers, and/or appropriation changes.

Website

• Applicant Portal
  • Review and update standard information on a yearly basis, suggesting edits on an ongoing basis based on applicant feedback.
  • Monitor website scheduling.
  • Communicate with applicants regarding their scheduled interview.
• Admissions Website
  • Assist in the review and update of the Admissions site and pages.

Miscellaneous

Performs other duties as assigned.

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.
• Experience with Content Management Systems and Email Marketing Platforms

Target hiring range for this position will be between $19.89 - 25.64 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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