Academic Program Coordinator - Admissions and Recruitment

Academic Program Coordinator – Admissions and Recruitment

Department: Department of Medical Education

Location: UT Main Campus

Job Overview: The Academic Program Coordinator oversees admissions program operations and supports the recruitment and selection of prospective medical students. The coordinator integrates program coordination with admissions processes, ensuring compliance with institutional policies and accreditation requirements, and collaborates with internal and external stakeholders to manage applicant communications, interview logistics, and recruitment initiatives aligned with the institution’s mission.

• Assists with the development and implementation of the admissions program.
• Coordinates with faculty to align program objectives with educational goals and standards.
• Monitors and assesses program effectiveness, making improvements as needed.
• Coordinates with the communications office to develop and maintain admissions‑related electronic and print materials, including the admissions website.
• Serves as the primary departmental lead for ordering and managing print materials.

• Recruits, schedules, and confirms interviewers for interview sessions, ensuring appropriate coverage and timely communication of assignments.
• Assists with responding to routine inquiries submitted through the departmental email inbox.
• Coordinates the onboarding process for admitted applicants, collaborating with campus partners such as the student health center, registrar's office, identification office, and student housing to develop onboarding checklists and outline requirements.
• Coordinates the execution, collection, and tracking of background checks and official transcripts for admitted applicants.
• Develops the annual directory for incoming medical students and coordinates distribution to designated departments.
• Supports program budget tracking and effective use of program resources.
• Prepares reports on admissions and program activities, progress, and status.
• Maintains accurate program records and documentation in accordance with institutional requirements.
• Supports application processing, evaluation, and tracking through the Texas Medical and Dental Schools Application Service (TMDSAS) common application and designated CRM systems.
• Coordinates assignment of video assessments to evaluators through approved platforms, tracks submission status, and follows up to ensure timely completion.
• Maintains accurate and up‑to‑date records of applicant statuses and admissions offers.

• Plans and coordinates Campus Visit Days, managing all logistics including scheduling, correspondence, venue reservations, catering, and parking arrangements.
• Plans and coordinates interview day logistics, including facilitation of virtual interviews, scheduling appointments, preparing correspondence and interview materials, and managing space reservations.
• Coordinates with medical staff, faculty, community partners, and collegiate institutions in support of admissions events and activities.

• Coordinates with faculty and staff to support effective delivery of admissions‑related program activities.
• Assists in the recruitment, onboarding, and training of faculty, student representatives, and selection participants involved in admissions interviews and file evaluations.

• Communicates with prospective and admitted applicants regarding the admissions process, pre‑matriculation requirements, and onboarding.
• Represents the admissions office at recruitment fairs, tabling events, and campus presentations as needed.

• Assists with recruitment and admissions processes.
• Participates in strategic planning and program evaluation.
• Supports marketing and outreach efforts for the program.
• Manages special projects as assigned.
• Provides backup support for other administrative roles as needed.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Requires a Bachelor's Degree in education, Business Administration, or a related field. Minimum of 3 years…